How to submit an application for admission?

  • Carefully read the information here-below prior to starting the online application.
  • Make sure that you have a pdf-version of the required documents you will need to upload. 
  • By completing the online application, you confirm that you have read, understood and accept the admission requirements.

Before starting the online application, please read the below information first:

  • Take into account that there is a deadline. Before the deadline, you are required to submit the application package before that date
  • There are two parts online
    • After the first section, we will verify the entered information. When complete you will receive an e-mail to proceed
    • When you have completed the second part, again, we will verify your application and when complete, you will receive an e-mail with instructions on how to submit the paper application package (see below).
    • Do not send any documents if you have not received the e-mail ("Report of your online application")! 
  • You can apply for a specific academic year. You cannot apply for a semester
  • You are required to upload your diploma and transcripts (in .pdf format)
  • Applications are individual. A prospect number is assigned to each applicant
  • You can only apply for one programme at a time. This means that you must await the outcome of one application before a new (and well motivated) second application can be started up
  • The processing of your application will take an average of 3-4 months after receipt of your complete application package

Starting up the application procedure (online part)

Go to prospect.ugent.be (select EN in the top left-hand corner)

Submitting an application (hard copy)

Applying at UGent is free of charge.

Do not submit a hard copy of the application documents before the online application has been completed and you have received an e-mail with instructions ("Report of your online application").
  • After having completed the online application, you will be required to send the following documents (within the deadline):
    1. A legalised copy of your basic diploma and its transcript of records
    2. A translation of these documents into Dutch, French, German or English, translated by a sworn translator
    3. If you have never studied at a university before, the form "Certificate attesting the equivalence of a foreign diploma for the purpose of access to a bachelor at a Flemish University": correctly filled in
    4. A copy of your passport
    5. A document explaining the grading/credit system in your country: the system which expresses how your school work is evaluated can differ from country to country. To allow us to assess your application we need to understand your transcripts (report card) and the grading system that was used. The explanation can be mentioned on your transcripts or diploma supplement. Then you do not need to add a separate explanation.
    6. If you are a political refugee: an original letter stating that you are a political refugee
    7. A curriculum vitae
    8. recommendation letters
    9. Proof of Dutch / English proficiency, depending on the programme that you are applying for
    10. the signed consent form, which you will receive after you have completed the second part of the online application.
  • Enclose any documents that can add value to your application (certificates of programme-related courses, letter of motivation, ...)
  • Make sure that you submit the application package before the deadline
  • Send the application package by post to the Registrar's Office. Since we require original documents, you cannot e-mail your application package

Not yet graduated before the deadline?

You need to start the application procedure and you also need submit your application package before the deadline. You do not need to wait until you graduate. Instead of the legalised diploma and final transcripts/diploma supplement, you are required to submit upon application:

  • an official declaration from your school/university confirming the expected graduation date and the exact name of the diploma that will be awarded.
  • your most recent transcript

If your application was successful, you are accepted at Ghent University and you will receive a letter of admission. This letter will mention that you will be required to submit a legalised copy of your diploma upon enrolment

You cannot enrol if you have not yet obtained the diploma on the basis of which you have been granted admission.

Assessment

  1. International Admission - Registrar's Office assesses your application, based on the submitted documents. The desk checks if you meet the general admission requirements for that programme and if all the required documents are submitted.
  2. Your application is sent to the faculty, which will assess the academic quality and suitability of your application. It is important that you assure that your application is complete and that you select supporting materials that best illustrate your academic achievement and future potential.
  3. The faculty will formally notify the Registrar of its decision and will return your file to International Admissions - Registrar's Office.
  4. International Admissions - Registrar's Office will inform you of the decision by sending you an official letter, signed by the Registar. When accepted this is called the letter of admission.

Remark:

  • The processing of your application will take an average of 3-4 months after receipt of your complete application package.
  • Submitting additional documents after you have submitted your application, will not be beneficial to your application, since your file can be in several departments: at the faculty, at the Registrar's Office, ... It is important that you have your file complete before submission, unless you are requested to provide us with further information.

Letter of admission

When your application was successful, you will receive a letter of admission. This letter enables you to:

The letter of admission will state the following information:

  • Your details and file number (reference)
  • the programme that you were admitted to, and the faculty where the programme is organised
  • the date when the decision was made by the Faculty Board
  • the academic year in which you are admitted (not for PhD students)
  • where you have to go and what you have to bring to enrol

Letter of deferred admission

It is possible that you have received a letter of admission, but that due to circumstances, you need to defer your admission. For that you need to contact us by sending an email to admission@UGent.be. Please mention:

  • your full name and current address
  • your file number
  • the programme that you are admitted into
  • request for a deferred admission

The request will be reviewed and when successful, you will receive a letter of deferred admission stating:

  • Your details and file number
  • the programme that you were admitted to, and the faculty where the programme is organised
  • the date when the decision was made by the Faculty Board
  • the academic year to which you admission is deferred
  • where you have to go and what you have to bring to enrol

Remark:

An application for a doctorate is not linked to an academic year. This means that PhD students are not required to enrol prior to the start of an academic year. When a letter of admission is issued for a doctorate, there will not be stated in which academic year you must enrol. Therefore, you do not need to request a deferred admission for a PhD.

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