We advise you to take the following steps.
> International Reception
> Prevention against tuberculosis
> Enrollment at the University
> Housing
> Inscription at the commune
International Reception
At Louvain-la-Neuve
If you arrive in Louvain-la-Neuve between September 1 and 30, you are invited to go to the International Desk open all day at the third floor (Salle de la Tapisserie) of the Halles Universitaires, Place de l'Université 1, Louvain-la-Neuve. Help will be provided for all enrolment formalities.
You can also go to the International Welcome Service, located in the "Galerie de la gare", on the groundfloor of the Halles universitaires (Inforville office), from September 5 to 30. We will help you sort out the different steps to be taken and will provide the information you require for your stay in Belgium.
At Brussels
If you arrive in Brussels between September 1, 2010 and September 30, 2010, you are invited to go to the International Welcome Desk at the Office of the Registrar, located at Promenade de l'Alma, 34, where you will be given help with administrative procedures and receive information regarding your stay in Belgium.
At Louvain-la-Neuve and Brussels
If you arrive in the evening, at the weekend or outside the office hours of the different administrative services, you may contact the following mobile phone number open 24 hours a day: +32-473.95.32.71 (same number for both campuses). This service is organised by the General Co-ordination Service for Foreign Students at the UCL, the Coordination Générale des Etudiants Etrangers (CGEE). They can act as a first contact and will give you the information you need.
If you arrive in Louvain-la-Neuve or Brussels outside the International Welcome period, you are invited to present yourself at the Service d'aide aux étudiants. You will receive all the help you need in your administrative steps and all the advice and information necessary for your stay in Belgium and at our University (housing, schools, kindergartens, insurance, studies, etc.). A staff member will help you to find an answer to your questions, a solution to your problems, or the person or the service that will be able to help you.
At Louvain-la-Neuve
Le "Point de Repère"
Rue des Wallons 10
B-1348 Louvain-la-Neuve
Tél.: +32-10-47.20.02
At Brussels Woluwe
Service d'aide aux étudiants - accueil et secrétariat
Contact person: Catherine Quinet
La Mairie - Promenade de l'Alma, 31
B-1200 Bruxelles
Tél.: +32-2-764.41.31
Prevention against tuberculosis
Belgian and foreign students who enroll for the first and second time at UCL and who have lived in a country where tuberculosis is endemic (mostly Africa, South America, Asia and East Europa) during a period of two years before their enrollment, have to undergo a chest-X ray. For it to be validated, this X-ray has to be done after the 1st of May.
You can either come with your radiography or undergo the chest x-ray when you arrive at UCL.
All information about prevention against tuberculosis at UCL
Enrollment at the University
You have to enroll in two places, in the following order :
1. At the University
Place : at the Office of the Registrar located in the "Halles". The Office advises foreign students upon their arrival, in view of helping them in their administrative steps.
You will need the following documents :
- Your passport with the stamp authorizing your provisional residence in Belgium (for non-European Union country students) or a photocopy of your identity card;
- A copy of the enrollment authorization that you received in your country by post;
- The study grant document (for those students who have a scholarship);
- Three colored passport-size photographs.
Upon enrollment you will receive by post:
- the invoice with the tuition fee to be paid;
- a document confirming your enrolment (provisional student card);
- a certificate for public transport.
After payment of this invoice, you will receive (by post):
- your student card (the UCL student card grants you access to the libraries and the sports centers, allows you to enter certain buildings and to obtain discounts in certain shops and cinemas);
- a certificate that allows you to join a health-insurance company ("mutuelle");
- a certificate to be handed to the local administration (commune where you live) proving that you are a student;
- if need be, a certificate for family allowances.
As from his/her enrolment at UCL, the student is covered for physical accidents that may happen within the strict framework of his/her academic activities.
2. In your faculty
After your enrollment at the Office of the Registrar, you have to go to your faculty's secretary's office, in view of filling out your faculty enrolment form. Place : at the faculty's secretary's office. The document to be filled out has to be submitted at the end of the second week of classes.
Housing
Housing booked in advance
In principle, you have booked your housing through a form that was sent to you in your country by the Office of the Registrar, along with the enrolment authorization. Be careful, the housing that will be allocated to you can only be changed if there are possibilities to do so in this period, and only if you haven't yet received the key.
Infor Logement Louvain-la-Neuve
Rue de la Gare, 5
1348 Louvain-la-Neuve
Tel : + 32 10 47 20 39
Fax : + 32 10 47 22 92
Infor Logement Bruxelles
Promenade de l'Alma, 31
1200 Brussels
Tel. + 32 2 764 41 20
Fax +32 2 764 41 29
Opening hours : Monday thru Friday from 10 :00 to 12 :00 a.m. and from 1:30 to 3:30 p.m.
If you have booked UCL housing from your country, it will be allocated to you here.
If you arrive outside opening hours, a personalized reception can be organized. Get information from Infor-Logement.
Signing the contract
From a practical point of view, you will sign the rental contract and upon arrival, you will pay the first installment of the rent by cash or card plus a deposit of +/- 100 euros (per room) plus administrative costs.
Receiving the keys
You will then go to the housing office of your area (local office of the housing service), where the keys to your housing will be handed over to you and a date for the official inventory will be fixed.
Housing not booked in advance
If you are in this situation, you should present yourself at Infor-Logement (Monday to Friday from 10:00 to 12:00 am and from 1:30 to 3:30 pm), where you will be shown housing managed by the University (Housing Service),by real-estate companies or by private owners. It is up to you to decide what suits you best
Inscription at the commune
Within eight days upon arrival, you have to present yourself personally at the communal administration of your residency. You go to the Foreigners' Service of your commune, with the following documents :
- passport or identity card;
- UCL certificate of studies sent by the Registrar's Office;
- study grant certificate for students with a scholarship, a photocopy of the "prise en charge" for the others;
- rental contract for your housing, or a written statement from your custodian;
- three colored passport-size photographs;
- marriage certificate (for married couples coming to Belgium as a couple);
- subscription at a "mutuelle" (European-Union nationals need the E111, E109 or E128 forms).
The addresses of the communal administrations will be given to you on the spot. You will thus be given the certificate of inscription at the "Registre des Etrangers" (CIRE).
Communal Administration of Louvain-la-Neuve
Service des Etrangers (Foreigners' Service)
Grand'Place 32
B-1348 Louvain-la-Neuve
Tel. : + 32 10 47 54 00
Open to the general public : Monday to Friday from 8 :30 a.m. to 3:00 p.m.
Inscription in the commune: before 11:00 a.m.
