Online application instructions

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 10) is installed on your PC.
- For users with arabic data please set Adobe language to English
- Recommended browsers: IE6 (XP), IE7 (XP,Vista), IE8 (XP,Vista,Windows7), Firefox 3.0 (XP,Vista, Linux, MacOS), Firefox 8 (XP,Vista, Linux, MacOS, Windows7).
- N.B. Apple Computer users may experience technical problems in filling out the online application form. We are looking into the problem to resolve this. For the moment, please download and fill in the application form via a PC computer. We apologise for this inconvenience.

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

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 'submit' button again later on.

• Attention: 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 K.U.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 K.U.Leuven system by checking the dropdown field "Existing application ".

- 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 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.

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.

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. The (photo)copies of diplomas and transcripts should be certified as true and authentic copies of the originals 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.

All non-EEA applications require an application processing fee of EUR 75 (excluding any possible bank transfer fees). Please upload the proof of payment as an attachment. Applicants eligible for the VLIR ICP-scholarship (only for Master of Science in Human Settlements, Master of Science in Food Technology and Master of Science in Water Resources Engineering) 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 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

The application fee can also be paid via credit card within the web-application "Applicant". If you paid by credit card, please upload proof of this payment, for example a screenshot of your credit card balance, or a screenshot of the web-application "Applicant" that says that your payment has been successfully done by credit card.

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 and will be given a preliminary inspection by the International Office.

- 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 at the International Office, the status changes on your overview screen. Kindly refrain from contacting the Admissions and Mobility Unit about the progress of your application. If anything is lacking in your file, the Admissions and Mobility Unit will contact you for sure. If you do not hear from the International Office, 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 the Admissions and Mobility Unit

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

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, the official letter of admission will be sent via airmail. Aside from the official hard copy, you will also receive a PDF copy via e-mail.

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

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.

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.