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Application procedure: study period abroad

 

Submitting a request for a study period abroad is only required if at least 1 overnight stay is included.


Questions?

Exception

In the following cases you do not have to submit an application yourself. An approved file will be automatically created for you at the request of your faculty.

  • You are participating in a group trip within the European Economic Area.
  • You have been selected to go on an Erasmus exchange within the European Economic Area and are a student of one of the following faculties: Faculty of Architecture, Faculty of Bioscience Engineering, Faculty of Economics and Business, Faculty of Engineering Science, Faculty of Engineering Technology, Faculty of Science.

You can consult this created file in the tab 'Your requests' in the KU Loket application 'Request study period abroad'. In this tab you can keep your period of your stay and your address in the country of destination up to date. Do not submit a new request yourself unless you have been specifically instructed to do so.

The KU Loket application contains two tabs: ‘Submit request’ [example] to submit a new application online and ‘Your requests' [example] to view and/or complete application files which have already been submitted.

Step 1: Check your personal details in your KU Loket student file

Step 2: Start up the KU Loket application “Request study period abroad”

Step 3: Complete the application form

Step 4: Uploading attachments

Step 5: Awaiting approval/refusal

Step 6: Keep your data updated

Step 1: Check your personal details in your KU Loket student file

You need to verify a number of personal details in your KU Loket student file before you can start the application procedure.

  • If you are expecting an Erasmus scholarship for your study period abroad, make sure your IBAN bank account number is filled in under 'Expense reimbursement account number' in the KU Loket tile 'Financial Details' [example].
  • Make sure that we are able to reach you in case of emergency by providing your contact details (private email address and mobile phone number) in the ‘General communication’ boxes in ‘My student file’ in KU Loket [example].


Step 2: Start up the KU Loket application “Request study period abroad”

  • Open the application [example] and click on the tab ‘Submit request' [example].
  • Check your personal details and update if necessary (step 1) [example]
  • Fill in the contact details (phone number/cell phone number; email address) of your contact person, who will be contacted in case of emergency only [example]. Please note: the contact details need to be of a person in your home country (family, friends), not the contact details of a person in the country of destination!

Step 3: Complete the application form

Please note: all fields marked with a * [blue star] mandatorily need to be filled in.

  • Purpose: Choose a purpose of stay [example] and a programme [example] that correspond to the purpose of your study period abroad. Next select the details regarding your current study programme.
    • If you choose 'Erasmus+' or ‘Erasmus Belgica’ as a programme, an additional field ‘Area of study' will appear. Select the applicable area of study [example].
    • If you choose the combination 'Internship' and 'Erasmus+ (programme countries)', additional information regarding the contact details of your host institution is required [example].
  • Choice of priority: If necessary, up to 3 applications can be submitted with a different priority choice.
  • Period: Select the start and end date of your study period abroad.
    • This can be updated until one month after return.
  • Country: Choose the country of destination.
    • If the country of destination is not part of the European Economic Area (EU countries + Liechtenstein, Norway, Iceland), you will have to declare on honour that you will conclude a travel insurance policy [example].
  • City/Region: Fill out the city/region of destination.
  • Name of the institution/organisation: Select the institution/organisation from the list or use the search tool [example]. If the name of the institution/organisation is not in the list, enter the full name in the free text box.
    • If you have chosen 'Internship' as purpose of stay and the name of the internship is not displayed, select 'Buitenlandse Stage (country)' (Internship abroad (country)) [example], and specify the full name of your internship in the free text box .
  • Planned means of transport: Select the means of transportation that you will use to travel between your home town and host city (longest route). 
  • Mentor at the home institution: Select the name of your promotor/supervisor by using the search tool [example].
  • Address of residence abroad: Fill in the address. If you do not yet know your address of residence abroad, enter the address of your host institution/internship.
    • This can be updated until one month after return.
  • Language which will be used for the activity: Choose the main language of your courses/activity. In case you plan on taking a preparatory language course, select the location where this will take place from an available list. If desired, you can list other languages under ‘Remarks’.
    • If the chosen programme is 'Erasmus+ (programme countries)', you will receive an invitation for the mandatory language assessment for this language. More information about this language assessment can be found here.
  • Remarks: Use this field to list any additional remarks regarding your study period abroad.
  • Data protection: Choose an option.

Once all the fields have been filled in, press the Send button. If your application has been properly sent, you will receive the following notification: “Thank you for your application, you can consult your requests via the tab 'Your requests'.

Attachments (if required) can only be uploaded after submitting the application form.


Step 4: Uploading attachments

Please check the website of your faculty or scholarship programme beforehand to find out if/which attachments are obligatory.

Please note that all attachments must be in the PDF format. To convert your documents to PDF, you can find free PDF-converters online, such as PrimoPDF or CutePDF

Instructions for uploading the attachments:

  • Go to the tab “Your requests
  • Select the right application file via the dropdown menu [example]
  • Select the type of attachment which you want to upload via the dropdown menu in the section “attachments[example]
  • Select the right PDF file via the button “browse
  • Click “upload

The names of the uploaded PDF files appear in a table at the bottom. Via this same table you can also delete or replace attachments.


Step 5: Awaiting approval/refusal

You can check the status of your file, or adapt the period or the address of residence, via the tab “Your requests”.

  • Check the section “Processing status” [example]

Once the outcome of your application is known, you will be informed by email.


Step 6: Keep your data updated

If your application is approved, you are obliged to keep the period of your stay and your address in the country of destination up to date. You will receive automatic reminders by email. You can adapt these data up to one month after your return. In the tab “Your requests” you can change the period and the address via “Modifiable data[example]. To save your changes, click “save”.