Exchange programmes. outgoing students Campus Antwerp Carolus Brussels Campus KULAK Kortrijk Leuven Campus

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1 Exchange programmes outgoing students Campus Antwerp Carolus Brussels Campus KULAK Kortrijk Leuven Campus

2 Information sessions this week LEUVEN: - Monday March 12, 2018:18:00 till 19:00 (Promotiezaal) and from (Jubileumzaal). BRUSSEL: - Tuesday March 13, 2018: 18:00 till 20:00 (Kleine Aula) KORTRIJK: - Wednesday March 14, 2018: 18:00 till 20:00 (A211) ANTWERPEN: - Thursday March 15, 2018: 18:00 till 20:00 (Car.106) 2

3 Good to know in advance Ready to go? To do during stay abroad To do when back in Belgium 3

4 Good to know in advance 4

5 Who are you? 5

6 Who are you? 6

7 Who are you? Erasmus+, Erasmus Belgica and exchange students Students from Campus Antwerp, Brussels, Kortrijk and Leuven Students from various programmes like Business Administration, TEW, Handelswetenschappen, Handelsingenieur, Milieu and PreventieManagement, Business Economics, etc. Students from Bachelor and Master level Belgian and international students 7

8 Who are you? Facebook page Facebook page 8

9 Who are we? 9

10 Who are we? Motivated staff Supporting campus Antwerp, Brussels, Kortrijk and Leuven Main campus Brussels and Leuven 10

11 Who are we? International office Head of International Office = Mrs. Ingeborg Vandenbulcke Vice-Dean Internationalisation Prof. Dr. Peter Teirlinck International events Mrs. Loes Diricks Programme advisors Mrs. Rita Sepelie Mrs. Katrien Wauters Mrs. Vanessa Geers Mrs. Dorien Steegmans 11

12 Who are we? International Office Mobility Office Head of Mobility Office KU Leuven, Faculty of Economics & Business= Dr. Dirk G. Van Waelderen Student advisors incoming students Faculty Economics and Business= Mrs. Rebecca Rampelberg Mrs. Kathleen Monsieur Student advisors outgoing students Faculty Economics and Business Mrs. Suzanne Steijleman Mrs. Barbara Dergent 12

13 Who are we? Central International office of KU Leuven - mostly grant-related International your destination 13

14 Rights & obligations 14

15 Rights and obligations Please check regulations and webpages: FEB student mobility regulations: egulations/ KUL International Office Erasmus+ info: Regulations on Education and Examinations: + Regulations from the host institution! 15

16 Rights and obligations Criteria partner universities: if the host university demands distinction and you have distinction in the first selection round, but not any more in January or June, the host university may refuse to accept you. if the host university sets language criteria, not meeting them can result in a cancellation of your exchange by the host university. 16

17 Rights and obligations Exam accommodations: in case you have been granted special exam accommodations by your campus ombudsperson, please bear in mind these will not automatically be transferred to the host university. Request an English version of the declaration received by the ombudsperson and add a copy to your application for the host university. 17

18 Ready to go? 18

19 Exchange / 1. Final allocation When can I leave? First check to be allowed to leave is after 1 st exam period (Jan) Final check to be allowed to leave is after 2 nd exam period (June) BACHELOR: when all first phase credits are acquired in June and no more than 102 credits need to be acquired to obtain the Bachelor s degree, also in June 2-YEAR MASTER and EXTENDED MASTER: when the cumulative average result of the Master exams taken in January (or before) is minimum 50% and when the preceding Bachelor degree or the prep/bridging program has been successfully completed in June at the latest MASTER MPM: when no more than 72 credits need to be acquired to obtain the Master degree in (= no more than 12 credits away from obtaining the Bachelor degree) 19

20 Exchange / 1. Final allocation Go on exchange in ? Students who are not allowed to leave, receive a message during the first two weeks of July from their student advisor Students who cannot or do not want to leave anymore, must notify their student advisor immediately 20

21 Exchange / 1. Final allocation What happens if I have re-sits in Aug-Sept? If the semester abroad starts after the 3 rd exam period (Aug/ Sept), you can do your re-sits. If the semester abroad starts before or during the 3 rd exam period, you can apply tolerance if possible. If not, you lose the exam chance and you will have to register again in the next academic year for the course(s) you failed. Distance exams are not possible. 21

22 Exchange / 2.To do before departure Nomination & application End February/beginning of March: nomination (done by us) March May: application (done by you) Application procedure/documents vary per university. Read the instructions well, respect the deadline and contact your student advisor in case you need assistance. When mailing application documents to the host university, put your student advisor in copy! 22

23 Exchange / 2.To do before departure Course selection During your semester abroad, you will be studying at a partner university. When succesfully passing your courses, the obtained credits will be transferred. The courses you register for abroad must be approved by KU Leuven. The equivalence table will be drawn up in the exchange tool and it will be approved (or rejected by your program advisor. 23

24 Exchange / 2.To do before departure Who is your program advisor? HIR/HIRB/BENG/BISENG: Katrien Wauters - k.wauters@kuleuven.be EW/TEW/Ecs/BusEcs, Master ERB: Rita Sepelie - rita.sepelie@kuleuven.be HW/BA: Vanessa Geers vanessa.geers@kuleuven.be Master MPM: Dorien Steegmans dorien.steegmans@kuleuven.be 24

25 Exchange / 2.To do before departure Information sessions course selection o LEUVEN: Katrien Wauters: - Monday March 19, :00am till 11:00am: room HOGC nd bach HIRB - Monday March 19, :00pm till 2:00pm: room HOGM nd bach HIR - Tuesday March 20, :00am till 12noon: room HOGC st master HIRB - Tuesday March 20, noon till 1:00pm: room HOGC st master BISEN - Tuesday March 20, :00pm till 2:00pm: room HOGM st master HIR - Tuesday March 27, :00pm till 2:00pm: room HOGM st master BEN 25

26 Exchange / 2.To do before departure Information sessions course selection o LEUVEN: Rita Sepelie: - Tuesday March 20, :00pm till 2:00pm: room HOGC st master ERB - Wednesday March 21, :00pm till 2:00pm: room HOGC nd bach EW - Thursday March 22, :00am till 12noon: room CPR master EW/ECS - Thursday March 22, :00pm till 2:30pm: room VHI nd bach TEW Suzanne Steijleman: - Thursday March 22, :00pm till 2:00pm: room HOGM master TEW/BE 26

27 Exchange / 2.To do before departure Information sessions course selection o ANTWERP: (room 2.03) Vanessa Geers: Tuesday March 20, :30pm till 1:30pm master HW + MBA Thursday March 22, :00am till 13:00pm 2nd bach HW o KORTRIJK: (rooms C601) Rita Sepelie: Wednesday March 28, :00pm till 2:00pm 2nd bach TEW (optie TEW) Wednesday March 28, :00pm till 3:00pm 2nd bach TEW (optie HIR) Wednesday March 28, :00pm till 4:00pm 2nd bach TEW (doorstroomoptie HIRb) 27

28 Exchange / 2.To do before departure Information sessions course selection o BRUSSEL: (rooms tbc) Dorien Steegmans: - Wednesday March 28, :30pm till 1.30pm room empm Katrien Wauters: - Thursday March 22, :30am till 11:30am 1st master HIR - Monday March 26, :00pm till 2:00pm 1st master BEN - Monday March 26, :30pm till 4:30pm 2nd bach HIR Vanessa Geers: - Monday March 19, :30pm till 1:30pm 2nd year BBA Monday March 19, :30pm till 2:30pm 2nd bach HW Friday March 23, :30pm till 1:30pm master HW room Friday March 23, :30pm till 2:30pm MBA room

29 Exchange / 2.To do before departure Course selection When the program proposal is approved, you will receive a message and will have to print the Learning Agreement (LA) from the online tool. The student mails the LA asap to host university for approval and signature and asks the host university to the signed LA back to FEB Mobility Office. 29

30 Learning Agreement: LA - Document of 6 pages - Lists course selection and equivalences - Needs to be signed by all parties - Can be downloaded from the exchange tool 30

31 Exchange / 2.To do before departure Course selection The FEB Mobility Office needs to receive the fully signed Learning Agreement, preferably before September 25th, 2018, but at the latest on October 3th, 2018, i.e. one week before ISP deadline (October 10th, 2018). 31

32 POLL BREAK 32

33 Exchange / 2.To do before departure Grants Erasmus Belgica Grants for students going abroad within Belgium: Erasmus Belgica grant 100 EUR EUR per month if renting a room in another language community then your domicile, 33

34 Exchange / 2.To do before departure Grants Erasmus+ Grants for students going abroad within Europe: Erasmus grant: one semester is standard 4 months of grant. Grant amounts

35 Exchange / 2.To do before departure Grants - Erasmus Belgica and Erasmus+ application for these grants is automatically ok after registration in the KU Loket All grant administration is followed up by Outgoing Mobility Unit (Student Accounting and Mobility Office): outgoingmobility@kuleuven.be Detailed information about the procedure can be found here: 35

36 Exchange / 2.To do before departure Grants outside Europe Grants for students going abroad outside Europe: o o o o ASEM-DUO Priority Country Program Generic Grants CSC These grants are all optional: no guarantee, you need to be selected. Selection via FEB Mobility Office, when selected all administration is followed up by the central department Internationale mobiliteit in Leuven. 36

37 Exchange / 2.To do before departure Housing Housing: - on campus accommodation - off campus accommodation, guidance from host university - off campus accommodation, individual => all relevant information regarding housing will be sent to you by the host university, following our nomination. => former exchange students are your best source of information. 37

38 Exchange / 2.To do before departure Health, insurance & visa Information sessions organised by International Office (university wide): o o Information session on safety, health and paperwork, for students travelling outside Europe: several sessions between 8 th March 24 th April; registration necessary: agsessies Intercultural preparation for students travelling to the South: 5 th May, 2018 in Brussels: registration is necessary: 38

39 Exchange / 2.To do before departure Health & insurance Consult your dentist and doctor (vaccinations necessary?). Report your absence at your health insurance fund [using document from your mobility file (ADUM file) on KU Loket] and also request your European (or Worldwide if necessary and available) Health Insurance card from your Health Insurance fund. Check what you are insured for abroad and arrange extra insurance if needed. 39

40 Upper part of document is for your health insurance fund Lower part of document proves that you are a KUL student who is admitted to study abroad 40

41 Exchange / 2.To do before departure ID/passport Check whether a visa is required for your destination and act appropriately! Check the expiry date of your id/passport. It must be valid until the end of

42 Exchange / 2.To do before departure And be sure to Take a couple of passport photos with you. Make a number of copies of official documents where signatures are required and take them with you. Print some copies of document named print your health insurance certificate from your mobility file (ADUM file) in KU Loket and take them along. 42

43 Exchange / 2.To do before departure Re-register online as a student at KU Leuven!! You will receive invitation by to re-register online. You will find re-registration in menu of KU Loket Registration period starts at Aug 16 th 2018 Must be done before 3 rd Wednesday of academic year (i.c. 10th October 2018) 43

44 POLL BREAK 44

45 To do during stay abroad 45

46 Exchange / 3. To do during stay abroad Stay in touch! Always check your official KU Leuven address (@student.kuleuven.be) while abroad and use it to contact us Check the International Office FEB community on Toledo Facebook group Newsletter Mail KU Leuven program advisor: course matching issues student advisor: all other issues 46

47 Exchange /3. To do during stay abroad Upon arrival at host university: Go asap to the international exchange office. Update your personal information (address abroad) in your mobility file (ADUM file) on KU Loket. If you re outside Europe, contact the Belgian Embassy. 47

48 Exchange / 3. To do during stay abroad Upon arrival at host university: Check whether you can take all the courses from your approved exchange program. If not, request changes in online tool and after approval by program advisor and academic approver, print and fill out changes to LA, ask signature at host university and this document to Barbara or Suzanne depending on which program you are from. 48

49 Exchange / 3. To do during stay abroad Changes to the Learning Agreement: - Document of 3 pages - Lists the changes to your original selection - Needs to be signed by you and partner university - Can be downloaded from the exchange tool - Table C needs to filled out manually 49

50 Exchange / 3. To do during stay abroad Upon arrival at host university: NEVER EVER change your course selection without formal approval from your program advisor and academic coordinator. A transcript mentioning courses that are not in the LA, can be considered as fraud by the exam commission. 50

51 Exchange / 3. To do during stay abroad KU Leuven deadlines apply to you too Respect the ISP deadline: October 10 th, As mentioned before, don t forget to re-register online for your program at KU Leuven Mark your exchange courses in your ISP with the airplane icon Make sure that your program is complete => The courses you are taking up at the partner university, will be added to your ISP by your student advisor. 51

52 Exchange / 3. To do during stay abroad To do before returning home Have the host institution sign your confirmation of stay 52

53 Exchange student = FEB ambassador! Spread the word! /international/goingabroad/promoexchange 53

54 Exchange student = FEB ambassador! 54

55 Exchange student = FEB ambassador! 55

56 Exchange / 3. To do during stay abroad Fun stuff Enjoy your stay and good luck with the exams at the host university Maybe send us a post card Don t forget to shoot some nice pictures, we ll be organizing a photo competition in the second semester, after your return 56

57 Exchange: ENJOY! 57

58 To do when back in Belgium 58

59 Exchange / 4. To do when back in Belgium Welcome back! The results obtained at the partner university will be listed on a transcript of records (= ToR). Sometimes partner universities mail or send the ToR directly to the students. In that case, forward the document to your student advisor. Exam period in January at KU Leuven: double check your exam schedule (IER)! If you have KU Leuven courses in your 1st semester ISP, you have to take the exam in January

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61 Exchange / 4. To do when back in Belgium Grade conversion The results mentioned on your transcript will be local grades and they will be converted to KU Leuven grades according to a conversion table: 61

62 Exchange / 4. To do when back in Belgium Retries If you didn t pass an exam abroad, we wish you good luck with your retry abroad. If the resit can t be taken abroad, you can take the corresponding exam(s) at KU Leuven of the course(s) you didn t pass abroad. You will have to take this (these) exam(s) in August/September Exception: Extended Masters who failed a course abroad, for which the corresponding FEB course is scheduled in the 2nd semester, can take this exam in June. 62

63 Exchange / 4. To do when back in Belgium Retries All information about re-sits can be found in Art.48 + Complementary regulation Faculty of Economics and Business of the Regulations on Education and Examinations: Regulations on Education and Examinations. 63

64 Exchange / 4. To do when back in Belgium Questionnaires After you have filled out the FEB online questionnaire, the administrative fee of 70 euro will be refunded. Requirements of the KUL International Office (Erasmus+ only) : o o o second online language assessment upload Confirmation of Stay in KU Loket online questionnaire 64

65 Exchange / 4. To do when back in Belgium ISP If necessary, modify your 2nd semester courses in your ISP in February You cannot sign up for or delete a course that you already exchanged for a course abroad in the 1st semester! 65

66 Exchange / 4. To do when back in Belgium Extended master Important remark for extended Masters: o o You will not be able to graduate in , but at the earliest with 90 credits in February 2019 (thus in academic year ). You must pass all the exams (90 credits)! 66

67 POLL BREAK 67

68 Questions? 68

69 Enjoy! 69