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How to apply?

How to become an Exchange Student at UGent?

  • Ask the International Office in your university to help you.
  • For students who come with the Erasmus or Erasmus Belgica programme: ask the International Office in your university if your university has a bilateral agreement with Ghent University.
  • Attention: some UGent faculties have application deadlines.
  • You will have to send us 5 forms:
    1. Exchange Application Form
    2. Exchange Learning Agreement (for Erasmus Placements: Training Agreement) 
    3. Transcript of Records of your previous study results
    4. Language Requirements for Exchange Student
    5. A short written statement on why you wish to study at Ghent University
  • Make sure that all your forms are SIGNED by you and the responsibles of your university.
  • Please don't send recto/verso-forms.
  • We don't need a photo of the student.
  • Send the 5 documents to the Exchange Student Adviser. We prefer that you send the forms by e-mail (scanned version of the forms can be accepted. We don't need the originals). However, if you can not send the forms by e-mail, you can also use post or fax.
  • When we receive all the forms, we will ask the Faculty Responsibles (FCI) and the Ghent promoter to check & sign them.
  • If the faculty agrees with and signs your forms, we will send a scanned version of the forms + Letter of Invitation by e-mail (both to you and to your university).
  • We will also send the original Letter of Invitation by air mail.
  • The procedure will take 4 – 6 weeks. However, during holiday periods it can take longer time.

Which documents?

1. the Exchange Application Form

  • you will need to register online first:
    • Go to the ONLINE REGISTRATION 
    • Create a profile
    • Fill out the 5 steps of the online "Exchange Application Form"
    • When you finish the online procedure, you will need to print the PDF-version of the "Exchange Application Form for incoming Students"
    • Sign the forms, and ask the responsibles in your university to sign it too.

2. the Exchange Learning Agreement

  • Academic Year 2011-2012: download the form here: .doc or .docx or .pdf
  • Academic Year 2012-2013:  download the form here: .doc or .docx or .pdf
  • exception: Erasmus Placement-students send the 'Training Agreement'

3. the Transcript of Records

  • Ask the Transcript of Records (= list of your study results in the past 2-3 years) in your own university.

4. the form Language Requirements for Exchange Students

5. a short written statement on why you wish to study at Ghent University.

  • in English or Dutch
  • minimum 5 lines, maximum 1 page

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Changes to the Learning Agreement

if you need to change your original approved Exchange Learning Agreement, you can use the form ‘Changes to the Original Learning Agreement

  • Academic Year  2011-2012: choose: .doc or .docx or .pdf