kuleuven.be http://www.kuleuven.

be/english/application/instructions

Application instructions for Bachelor and Master programmes;

Postgraduate programmes; International Scholars and
Specialisation Students
Our academic bachelor's and master's programmes are taught either at KU Leuven or at one of our campuses.
On the online application form, the campus will be indicated automatically after you select the academic
programme you are applying for.

Attention to Belgian applicants who obtained a degree issued within the Flemish
Community:

If you wish to register for a bachelor's programme and obtained a secondary school diploma issued
within the Flemish Community, you are not required to submit an online application. You can start your
registration here.
If you wish to register for a master's programme and obtained a bachelor's diploma issued within the
Flemish Community, you are not required to submit an online application. You can start your registration
here.

Make sure to read the detailed selection procedure and admission requirements that are described on this
website, which lists the various academic programmes taught at KU Leuven or at another campus outside
Leuven.

Due to maintenance activities, the Web application Applicant will be unavailable from:

Friday 08/01/2016 5:00 PM – Sunday 10/01/2016 3:00 PM (GMT +1)

Friday 15/01/2016 5:00 PM – Saturday 16/01/2016 12:00 AM (GMT +1)
Friday 25/03/2016 5:00 PM – Tuesday 29/03/2016 8:00 AM (GMT +1)

During the maintenance, it will not be possible to log in to the Web application Applicant!

Application deadlines:

1 February for applications of non-EEA citizens for Bachelor's and Master's programmes in Dutch
1 March for applications of non-EEA citizens for Bachelor's (Philosophy; Theology; Business
Administration; Industrial Sciences), Master's programmes and Postgraduate study programmes in English
1 June for applications of EEA citizens
1 June for applications of non-EEA citizens living in Belgium with a valid residence permit
No deadline for applications of self-supporting students for predoctoral and doctoral programmes
No deadline for applications of international scholars, specialisation students and visiting scholars

Deadlines may vary, so please consult the corresponding websites for the KU Leuven programmes taught at the
university campus and at other campuses and for special programmes such as Erasmus Mundus Action 1 etc. for
the most recent information concerning deadlines.
Application instructions:

Attention to all applicants:

Files will only be processed when the application fee is paid (Step 4).
Please note that the application documents sent in hard copy cannot be returned to the applicant.

Step 1: Request and Activate your Guest Account

Before you can start the application procedure, you must request a Guest Account by using the link below. Then,
you will receive an e-mail with your Guest Account (e-number) and an internet link. With that e-mail, you will be
able to activate your Guest Account and provide your own personal, private password.

To request a Guest Account , use this link: Guest Account, then fill in the required fields (the field, 'number
in the national register' is only required for Belgians). Then click the button 'Register'.
To activate your Guest Account , use the e-mail you received containing your Guest Account (e-number)
and the link to the activation page. Click on this link to activate your Guest Account. Then follow the
instructions on the webpage on how to choose a password. If you haven't received this e-mail with your
Guest Account within one work day, please check if the e-mail has been sent accidently to your spam
folder.

Keep your Guest Account and personal password handy at all times; you will be using them regularly for the
following steps below.

Please note that, when you log in, you will be asked for your “ intranet userID”. This is the same number as your
guest account, and starts with “e" + 7 digits.

Step 2: Download the Application Form

As soon as your Guest Account is activated you can surf to the KU Leuven web application Applicant and then
download the Application Form onto your local PC.

Make sure that an updated version of Adobe Reader is installed on your PC. Please note that Adobe
Acrobat Reader DC - version 15.010.00256 (released 12/01/2016) can not yet be used.
For users with Arabic data please set Adobe language to English .
Recommended browsers: IE6 (XP), IE7 (XP,Vista), IE8 (XP,Vista,Windows7), Firefox (XP,Vista,Windows7,
Linux, MacOS).

The form can be completed offline. On the form the fields outlined in red are required fields. Please note that the
Application Form, even after having been saved on your local pc, has a validity period that expires three months
after downloading. You will need to send the form online before the validity expires, otherwise you will need to
download a new form.

To download the Application Form, use this link: Web application Applicant

Step 3: Submitting the Application Form

As soon as you have completed the form, save it and then submit it online using the 'Send Form' button.
The 'Send Form' button is located at the end of the last page of the form. You will receive a confirmation pop-up if
it has been sent succesfully. If the sending fails, you have to save the completed form on your local pc and try the
'Send Form' button again later on.

Sending the Application Form is only possible when connected to the internet!

Within two work days after sending the form, you will also receive an e-mail confirmation that your application
form has been received into the KU Leuven system. If after two work days you still haven't received this e-mail
confirmation, please check if the e-mail has been sent accidently to your spam folder. If this is not the case, log-in
to the Web application Applicant and see if your application form is loaded into the KU Leuven system by
checking the dropdown field "Existing application ".

If none of the above helps, please send the PDF of your application form via e-mail to International Admissions
and Mobility and mention that you have not received any e-mail confirmation so far.

Step 4: Payment of application fee

For each submitted application an application processing fee of EUR 50 (excluding any possible bank
transfer fees) is required. This amount is non-refundable.

The application fee can be paid via credit card within the web-application "Applicant". Make a screenshot of the
web-application “Applicant” that indicates that your payment has been successfully done by credit card or make a
screenshot of your credit card balance, and save this as a PDF file to be uploaded.

The application fee can also be paid via bank transfer. Details for the bank transfer are the following:

KBC Bedrijvenkantoor
Brusselsesteenweg 100
3000 Leuven
Beneficiary's name: International Office KULeuven
Beneficiary's address: Naamsestraat 63, 3000 Leuven, Belgium

Bank account number: 432-0000011-57

Swift/BIC code: KREDBEBB
IBAN number: BE09 4320 0000 1157
On the bank transfer mention the following reference code: 400/0011/80409, your name and your Guest Account
number

Please upload the proof of payment as an attachment.

Application fees paid for applications submitted after the deadline will not be refunded if the application is
not processed!

Step 5: Upload of attachments

After submitting your Application Form and after receiving the automatic confirmation e-mail that your Application
Form has been loaded successfully into our database, you must upload all required documents as extra
attachments using the web application Applicant. The requested documents depend on the status and
programme you applied for.

Applications received by us without these core documents will not be processed. Applications without
any uploaded core documents and additional documents will be deleted after one month.
Overview of the required documents

Check the list of core documents and additional documents here.

To upload your attachments, use this link: Web application Applicant

Each attachment corresponds to a certain document type and must be uploaded in PDF format. Your Application
Form will be archived as well and will be available in display mode. All other attachments can be deleted and
uploaded again if necessary.

To convert your documents into PDF format, search the internet for free PDF conversion tools like
CutePDF or PrimoPDF.

Step 6: Mailing the certified copies of diplomas and transcripts

After you have completed the Application Form and uploaded the required documents, please send the printout of
your Application Form and the certified copies of your diplomas and transcript of records and translations in hard
copy to

KU Leuven
International Admissions and Mobility
Naamsestraat 63 – box 5410
3000 Leuven
Belgium

by regular mail, express mail or registered mail.

What do we mean by “certified copies”?

Do not send hard copies of the other uploaded documents (e.g. CV, motivation letter, research proposal,
identity page of passport etc.)
Please note that confirmation of receipt of your documents is not part of the process

Step 7: Follow-up of your file

After you have successfully submitted online your Application Form and your attachments, you can follow up the
status of your application using the same web application Applicant.

The first status of your file is ‘new’. Your file has been received and will be given a preliminary inspection
by International Admissions and Mobility.
The second status of your file is 'in process'. The approval process consists of several steps and takes
some time, roughly four to eight weeks. Once your file is being processed by International Admissions and
Mobility, the status changes on your overview screen. Kindly refrain from contacting International
Admissions and Mobility Unit about the progress of your application. If anything is lacking in your file,
International Admissions and Mobility Unit will certainly contact you. If you do not hear from International
Admissions and Mobility, that means your file is in order.

For technical problems with your Application Form or with the web application Applicant, and for questions about
the application procedure, please send an e-mail with a clear and detailed description of the problem to
International Admissions and Mobility.
Step 8: Acceptance of admission offer

As soon as a decision has been taken concerning your application, the status will change into 'Admitted' or
'Rejected’.

You will receive a confirmation of the decision via e-mail. When your application has been approved, you first
need to accept the offer before the official letter of admission will be sent. You can accept the offer using the web
application Applicant.

Shortly after receiving your acceptance, you will receive a PDF copy of the official letter of admission via e-mail.

To accept the offer, use this link: Web application Applicant

There is no deadline for accepting the admission offer.

Accepting the offer also does not oblige you to anything (regarding payment, enrolment...), it just allows
the administrative process to continue, resulting in the drafting of the admission letter.

Step 9: Pre-registration

A pre-registration is done automatically on your name with all your data when you accept the offer. With your pre-
registration saved, your actual registration or enrolment at the Registrar's Office when you arrive in Leuven or in
the campus outside Leuven can be completed in a much shorter time.

Step 10: Registration at KU Leuven or at another campus

If your academic programme will be taught at KU Leuven, you will need to pass by International Admissions and
Mobility first and show all your original post-secondary school diplomas. Afterwards, you can proceed to the
Registrar’s Office to confirm your registration and obtain your student card.

If your academic programme will be taught at another campus, you will need to proceed to the Registrar's Office in
that particular campus for your registration.