Going on an Erasmus+ exchange

Deadline

The faculty deadline for online applications is 9 February 2018 at 5 pm. Late applications will not be accepted.

General information about the procedure for outgoing Erasmus students

The exchange of students with other countries is regulated by the BILAKS; these are the bilateral agreements with international universities.
To guide you through the following procedure, three types of people are important:

  1. The BILAK Contact Person (BCP), who maintains contact with the foreign destination, and who helps you choose the course units abroad and complete your total curriculum at Ghent University during your exchange year. You can find the BCP in the list of destinations. Pay attention! This list is regularly updated.
  2. The Study Programme Committee of your Master’s programme, which has to approve your entire curriculum so as to check if it meets the requirements of the Master’s degree. Within each study programme committee, one person or several people act(s) as the Departmental Coordinator (DC): he or she will have to sign your programme (both the Learning Agreement and the total curriculum) for approval.
  3. The Faculty International Relations Office (FIRO) monitors the progress of the procedure and intervenes in case of problems.

Funding your studies

Run through the following procedure accurately and your preparation will run smoothly.

Choosing…

  1. Make sure to attend the Faculty info session.
  2. Read the Erasmus+ roadmap voor UGent students carefully. This plan contains useful links for the preparation of your mobility, info about the funding possibilities, etc. 
  3. Decide in which country and at which university you want to study using the list with partner institutions. Choose a destination within your own study programme.
  4. Check if you comply with the modalities of your study programme.
  5. Make an appointment with the BCP to discuss the exchange.

I want to go on an Erasmus exchange

  1. Apply to the responsible BCP and decide together with him / her which course units you want to take abroad.
    • Together with the BCP, fill in the Curriculum Form (CF) and have it signed.
    • This form contains the overview of your curriculum during the entire exchange year, even if you are only spending one semester abroad. This way, the study programma committee can evaluate your curriculum in terms of equality with the regular study programme.
  2. Follow the central application procedure.
  • Motivation: for internal use, not compulsory
  • Curriculum in exchange: compulsory
  • Documents: curriculum form, signed by the BCP, compulsory

Decision on your file

  1. The applications approved by the faculty are sent to the International Relations Office. In the first half of April, the International Relations Office nominates each student to the host institution he/she is assigned to. You will receive a confirmation email.

  2. You will be contacted by the partner institution directly. For students leaving the 1st semester, this will approximately be by the end of June. For students leaving the 2nd semester, this will approximately be by the end of December. 
  3. Most host universities have their own application procedure and will , amongst other formalities, require you to also complete the application form of the host department. Check this yourself. Neither the International Relations Office, nor the Faculty will intervene in this procedure. Note that at some universities the academic year starts earlier than at Ghent University. This means that the deadline for handing in the application form will also be set earlier. For further information, you can consult the International Relations Office. It is the student's responsibility to apply on time. Only after completion of the application procedure ánd approval of the host institution are you finally admitted to the programme.

  4. Shortly before your departure, you will be contacted by the central office about the practical arrangements.

I have been accepted

  1. If you will be completing your Master thesis abroad, you also have to fill the Thesis Information Sheet and add this to your file under "Documents" in Oasis before 30 June 2018. Please make sure to consult the FEA modalities for Master Dissertations.
  2. Enroll again at Ghent University for the Master programme you wish to study, preferably as soon as possible after the degree ceremony (only as of then can the FSA upload your curriculum to Oasis).
  3. Keep in mind that the study programme committee will check your results. If you do not meet the requirements, the study programme committee could withdraw your application.
  4. You are good to go! It is recommended to leave 1 or 2 weeks before the start of your classes for all practical arrangements. Some destinations require this and offer welcome sessions (with language workshops).

    After returning to Belgium

    1. After returning from the international partner institution, you should hand in the following documents to the central office:
    • Confirmation of Stay
    • Survey
    • OLS language test
      If you do not send back these form, your scholarship will not be paid.
  1. Send a copy of your course notes to the BCP of the BILAK to inform the next batch of students. You can also inform them about positive or negative experiences.
  2. Should there be any problem with your study programme at the destination, always contact the Learning Track Counsellor.