New online application instructions

The detailed selection procedure and admission requirements are described on the website, which lists the various study programmes in English available at the Katholieke Universiteit Leuven.

The deadlines for applications are:

• February 1 for applications of non-EEA-citizens for bachelor's programmes in Dutch
• March 1 for applications of non-EEA citizens for master's programmes in English
• June 1 for applications of EEA citizens
• June 1 for applications of non-EEA citizens living in Belgium with a residence permit
• No deadline for applications for predoctoral and doctoral programmes
• No deadline for applications of international scholars and visiting scholars

Step 1: Request and Activate your Guest Account

Before you can start the application procedure it is necessary to request a Guest Account by using the link below. Then, you will receive an e-mail with your Guest Account (e-number) and activation code. 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 with a link to the activation page, your Guest Account (e-number) and matching activation code. Click on this link to open the activation page and follow the instructions. Activate your account and choose a password.

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

Step 2: Download the Application Form

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

Make sure that the latest version of Adobe Reader (version 9) is installed on your PC. The form can be completed offline. It is compulsory to fill in all form fields in red. 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 send it online using the 'submit' button.

The 'submit' 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 'submit' button again later on.

• Attention: Sending the Application Form is only possible if you are logged in on 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 K.U.Leuven system. If you haven't received this e-mail confirmation at all, please send your application form PDF via e-mail to: admissions@kuleuven.be and mention that you have not received any e-mail confirmation so far.

Step 4: Upload of attachments

- As soon as your Application Form has been submitted correctly, you ! MUST ! upload all requested 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.

 

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. Only the certified copies of your diplomas and transcripts need to be sent by post.

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

Step 5: Mailing the certified copies

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

International Office, K.U.Leuven
International Admissions and Mobility Unit
Naamsestraat 63 – bus 5410
3000 Leuven
Belgium

by regular mail, express mail or registered mail. All academic documents should be certified as true and original by either the educational institution that issued them (in a sealed institution envelope) or by the local Belgian diplomatic office. If you are still preparing for an examination at the time of application, you are requested to send – as soon as the results are available – a certificate attesting to the results. Copies of diplomas and transcript of records sent via email or fax will not be accepted. Please note that the application documents cannot be returned to the applicant.

Step 6: Payment of application fee

All non-EEA applications require an application processing fee of EUR 50 (excluding any possible bank transfer fees). Please upload the proof of payment as an attachment.

VLIR ICP-scholarship applicants do not have to pay the application fee. Applicants for the predoctoral or doctoral programmes do not have to pay the application fee either. The Faculty of Theology will pay the application fee for their applicants.

The application fee can 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
Referring to VGS number: 400/0000/27826, shared costs and Guest Account ID number

Step 7: Follow-up of your file

You can follow up the status of your application as soon as you have succesfully uploaded your Application Form and your attachments using the same web application Applicant.

- The first status of your file is ‘new’. Your file has been received, but is not being processed yet at the International Office.

- The second status of your file is 'in process'. The approval process consists of several steps and takes some time. Once your file is being processed at the International Office, the status changes on your overview screen.

Please do not contact the International Office for questions concerning the stage of your file (no e-mails nor phone calls please).

• To follow up your file, use this link: Web application Applicant

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.

As soon as your acceptance is received, the letter of admission will be issued and sent. Aside from the official letter of admission you will also receive a PDF copy via e-mail.

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

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 can be completed in a much shorter time.

Step 10: Arrival in Leuven

After your arrival at Leuven you will need to pass by the International Office first and show all obtained original post-secondary diplomas. Afterwards, you can proceed to the Registrar’s Office to confirm your registration and obtain your student card.