How to apply as an exchange student?

In order to come to Ghent University as an exchange student there should be a bilateral agreement between your home institution and Ghent University for your field of study.

Only in some specific cases you will get admission as an exchange student without this agreement: when you conduct part of your master thesis research at Ghent University, for a traineeship or in the case of a PhD exchange. However, if you want to follow courses as an exchange PhD student, an agreement is obligatory.

Application deadlines

Attention: for a study exchange you should submit your application before the application deadlines (date of pre-enrolment is not taken into account for the application deadline).

Other applications should be submitted at least two months prior to arrival. For students who need a visa to travel to Belgium it is advised to start at least 3 months in advance.

Exchange application

The exchange application consist of two steps: pre-enrolment and application.

Pre-enrolment and approval of your home institution

1. Please go the Prospect Oasis website and create an account. When you login, you will have to complete some personal details.

2. At the end of this pre-enrolment process, Ghent University will approve (or reject) your application based on the nominations received from your home institution.

Exchange application

3. After the approval of your pre-enrolment, you will be able to start the actual exchange application by logging in at the Prospect Oasis website with the login you created in step 1.

4. In the menu on the left, you select the academic year of your exchange and click on the link ‘Exchange’ under ‘Curriculum’.

The exchange application consist of the following elements

  • Courses: you will follow courses at Ghent University. A bilateral agreement between your home institution and Ghent University in your field of study is required. The choice of faculties and fields of study is limited to the faculties and fields of study from the agreement.
  • Traineeship: the traineeship is part of the curriculum. A bilateral agreement between your home institution and Ghent University in your field of study is optional. If you wish to follow courses next to doing an internship at Ghent University, the nature of your mobility changes to 'study' (mobility for courses). In this case, a bilateral agreement is obligatory!
  • Clinical traineeship: clinical traineeship for students studying (veterinary) medicine. A bilateral agreement between your home institutions and Ghent University in your study field is required! The choice of faculties and fields of study is limited to the faculties and fields of study from the agreement. Please note that the number of places for clinical traineeships may be limited!
  • Research in the framework of your master thesis or PhD: you come to Ghent University in order to conduct part of your research in the framework of your master thesis or PhD (desk research, field work, laboratory research…). In this case, a bilateral agreement between your home institution and Ghent University in your field of study is optional. If you come to Ghent University to write your entire master thesis at Ghent University, including the thesis defense, a bilateral agreement with your home university is obligatory.
  • Other: your academic activities at Ghent University are different from the options above.
The study programme consists of the courses you want to take at Ghent University. In the initial stage of the application you need to upload a signed learning agreement under documents.
You can use the study programme functionality in a later stage of the application to select the courses you want to take directly from the course catalogue. Please consult the Faculty Officer responsible for Internationalisation for more information.
A short written statement in English on why you wish to study at Ghent University
Your knowledge of Dutch and English. Please consult the language requirements in order to prepare the correct English language certificate.
Someone we may contact in case of an emergency
Uploading the following documents is required:
  • Transcript of Records: This is an overview of your grades of the past study years.
  • Learning agreement: The learning agreement consists of the courses you want to take at Ghent University, or a description of your traineeship. To be valid your learning agreement should be signed by yourself and by the responsible at your home institution. The international officer at Ghent University will sign your learning agreement after reviewing your application.
    Please use the correct template for studies, traineeship, research in the framewordk of a Master thesis or exchange PhD research. Please make sure the Learning Agreement is completely filled in and signed, dated and stamped where necessary!

 

5. If you have completed all the necessary information you will be able to submit the application.

Approval procedure

  • After submitting your complete exchange application the Faculty Officer responsible for Internationalisation (FCI) and the Ghent promoter will check if your application is complete and if you are eligible to follow the courses on your learning agreement.
  • If the faculty approves your application, they will sign your Learning Agreement.
  • After the approval of the International Relations Office you will receive an acceptance email with your signed learning agreement and your official invitation letter. The invitation letter is required for registration upon arrival and for your visa application (if applicable).

The approval procedure can take several weeks.

Please keep in mind that upon arrival in Ghent you need to visit the registrar’s office to register as an exchange student. At this moment you will also receive your student card and account.

Contact