Outside Europe

If you are interested in taking part of your studies outside Europe - Erasmus Programme, consult the coordinator of your study programme  (Faculty Commission Internationalisation - FCI) to take care of some practical issues.


  • Deadline: 31 January 2020 for mobility in the 1st and 2nd semester of 2020-2021
  • Presentatie infosessie 2019: mobiliteit in 2020-2021 disciplinecodes : Tuesday 5 November 2019 (campus Sterre, Krijgslaan 281, Building S2, Aud 1, 1st floor, room 1.008) at 18:00– 19:30 pm (ENGLISH)
  • Portfolio via Sharepoint tool (https://sharepoint.ugent.be/sites/nonerasmusgrants), deadline 4 maart at 16u (strict).

  • 2 October 2020: Second call for scholarship applications: Autumn 2020 (If you are – for academic reasons – not capable to hand in a dossier during this selection call (with deadline March 4th 2020), you will be able to submit an application file during a second call  (for example trainee post unknown, subject Master’s dissertation unknown). The scholarships during the Autumn call will be limited to some travel allowances (without monthly allowance). So it is to your own advantage to submit an application file during the current call.


Remark: Rotation system (please consult Regine Coolen on availability)

  • Developing countries VLIR-UOS study trips: VLIR-UOS destinations
  • Other destinations for Internship and Master Thesis: individual contacts between professors / supervisors


  • For your application for the 1st or the 2nd semester, each academic year there is only 1 deadline (31 January 2020)
  • This application process is only applicable to Ghent University. Your file will not be sent to the host university! Each university has its own deadlines, admission requirements and regulations for the exact documentation which needs to be provided along with the application. Before you submit your application, please review the website of the host university.
  • Scholarship: Competitive selection procedure on the basis of a Portfolio - Deadline application: 4 March 2020 (before 4pm) = strict!

 Online tool: https://sharepoint.ugent.be/sites/nonerasmusgrants

Incomplete or belated files will not be processed.

Mobility outside Europe: Bilateral Agreements - roadmap IRO

Application procedure

  • Contact the departmental coordinator of your progamme (Faculty Commission Internationalisation - FCI) and/or your faculty contact Regine Coolen on time.
  • Submit your application on the Oasis website from 15 November 2019 onwards.
  • Online file includes: OASIS Application, Learning Agreement, Letter of Motivation, Language skills and Contact.

    Remark: Learning Agreement for Traineeships (template), upload in 'Documents'.

    (register via oasis.ugent.be - Oasis_website_manual_studenten)
  • Check Flemish scholarships VLIR-UOS: study trips to developing countries (see project website for the application process + deadline)

  • Language tests: applicants whose native language is not English must document proficiency in English by having completed one of the recognised language tests and obtaining the minimum score or higher. Test results must be uploaded together with the online application.
  • Learning Agreement (for traineeships): Compose your courses. Find the study guide and the academic calendar. Start searching for subjects that interest you. The substitutions of courses in Oasis are not allowed for our faculty.
  • Selection: After the deadline the faculty will select one destination. You will receive an e-mail via Oasis.

Important: All correspondence about your mobility will be sent to your UGent e-mail address.

After selection

  •  Your application will be processed by Regine Coolen and will be sent to the Central International Relations Office (IRO).
  • The Central International Relations Office will check all the applications of all UGent students.
  • During March/April the IRO nominates the selected students at the respective host universities. You will receive an e-mail via Oasis.
  • After your nomination you may receive the application procedure/link from the host university and extra information about practical arrangements. When you didn’t receive any information from the host university 4 weeks before your departure, please contact Regine Coolen.
  • In case of cancellation of your mobility contact Regine Coolen.

What should you do in the meanwhile?


  • Each host university has its own application procedure. You can prepare yourself for that. Please note: you can only start the procedure at your host university as soon as you were nominated by the IRO (end of April).
  • Consult the host university website as soon as possible to know their deadlines for incoming mobility. If their deadlines are in April, inform Regine Coolen so that your nomination in Ghent can be accelerated.
  • From the host university you will receive a confirmation with extra information concerning practical arrangements.
  • Learning agreement: This is a formal document that has to be signed by three parties (UGent, student and host institution) before departure. Always use the official template of the learning agreement for studies or traineeships.

Arrived! What now?


  • You choose a final program within 2 weeks of arrival. Changes can be made via Oasis. Do not forget to sign the document Changes to the learning agreement. Keep in touch with your FCI coordinator.
  • As long as the curriculum is in Draft, you can still make changes to the curriculum (with approval of your FCI member). If the status is "Proposal" or "Approved" , you can forward the changes to Regine Coolen (also with your FCI member's approval).
  • The form "Changes to the learning agreement" can be found on Oasis. This is automatically filled in after import of the changes and can subsequently be signed by the partner. Do not forget to upload the signed version in Oasis!    
  • Please check your exchange curriculum in Oasis (courses, semester, correct name of the courses, etc). All changes must be reported as soon as possible! This data will be visible on your diploma supplement.
  • You will keep the faculty informed of any problems.
  • And for the rest, study a lot and enjoy your stay.

After the exam period


  • At the end of your stay you will receive a "Transcript of Records" of your host university. This is a summary of your achievements during your stay abroad. Deliver this document to the FCI member of your programme, preferably with a translation of the score calculation/grading evaluation. 
  • Your score will be converted to UGent points via ECTS grades (listed on the TOR).
  • Please note that scores like "pass" or "fail" can not be converted to our system
  • Passed abroad = passed in Ghent.
  • At the end of your stay you will receive a "Transcript of Records" of your host university. This is a summary of your achievements during your stay abroad. Deliver this document to the FCI member of your programme, preferably with a translation of the score calculation / grading evaluation. 

Back home


  • For future students, we ask you to complete a survey / report about your experience abroad.
  • Join the photo contest! Send your best selfie/photo to Regine Coolen and maybe you win an UGent sweater.



Deadline application: 4 March at the latest before 16:00 (Brussels time).

(Important !! parralel to your scholarship application (financing), you also need to enter an exchange application in Oasis (destination). If you submit an application for a scholarship for exchange outside the Erasmus area, you have to tick 'Scholarship Ghent University bilateral agreement' in the Oasis application in the option 'funding', before 01/02/2020.

Communication of the selection results: 14 May 2020

  • About 330 scholarships available
  • Amount fo scholarship will depend on: quality portfolio, budget estimate and financial situation.
  • Also for VLIR-UOS scholarships: internship and research in Latin America, Asia and Africa
  • Note! The combination of 2 mobility scholarships is not possible.
  • Note! Universities without a cooperation agreement: no scholarship possible.
  •  Documents scholarship applicationhttps://sharepoint.ugent.be/sites/nonerasmusgrants (check English Guidelines)






Practical info

Studying outside Europe involves a lot of administrative responsibilities. As a student you have to handle this administration yourself:

Are you leaving for a destination without a cooperation agreement? Definitely check the conditions for registration and the corresponding costs with the host university.