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How to apply as an exchange student?

In order to come to Ghent University as an exchange student there should be a bilateral agreement between your home institution and Ghent University for your field of study. Only in some specific cases you will get admission as an exchange student without this agreement: e.g. when you conduct a part of your master thesis research at Ghent University, a traineeship etc. 

Deadlines

Study exchange:

For semester 1 and full year (start in September, view academic calendar)

  • Nomination deadline: 15 April (nomination is done by the home institution)
  • Application deadline: 15 May

Semester 2 (start in February, view academic calendar)

  • Nomination deadline: 15 October (nomination is done by the home institution)
  • Application deadline: 15 November

 

Internship/Placement

Deadline for application is 6 weeks prior to start.

 

Blended Intensive Programme (BIPs)

Deadline for application is 6 weeks prior to start of the BIP activities (also virtual).

Nomination

Students should be nominated by their home university before the deadline mentioned above through this online nomination form. After receiving this nomination, Ghent University will inform the student on the application procedure and more practical information.

Exchange application

For exchanges in the context of Erasmus+ studies we highly recommend to apply via your digital learning agreement. When your digital learning agreement is signed by yourself and your home institution, it will be sent to Ghent University. Upon receiving the digital learning agreement you will get an invitation to complete your exchange application in our system.
When you are not coming as an Erasmus+ student, or when your home institution does not yet support digital learning agreements or in case of technical issues, you can follow the procedure described below.

The exchange application consists of two steps

  • As a first step you need to create a Ghent University account and register via the Oasis website
  • Next step is to select the correct academic year of your exchange and click on the link ‘Exchange’ under ‘Curriculum’.

The exchange application consists of the following elements:

Exchange application including mobility type

  • Courses: you will follow courses at Ghent University. A bilateral agreement between your home institution and Ghent University in your field of study is required. The choice of faculties and fields of study is limited to the faculties and fields of study from the agreement.
  • Traineeship: the traineeship is part of the curriculum. A bilateral agreement between your home institution and Ghent University in your field of study is optional. If you wish to follow courses next to doing an internship at Ghent University, the nature of your mobility changes to 'study' (mobility for courses). In this case, a bilateral agreement is obligatory!
  • Clinical traineeship: clinical traineeship for students studying (veterinary) medicine, physiotherapy and dentistry. A bilateral agreement between your home institutions and Ghent University in your study field is required! The choice of faculties and fields of study is limited to the faculties and fields of study from the agreement. Please note that the number of places for clinical traineeships may be limited!
  • Research in the framework of your master thesis or PhD: you come to Ghent University in order to conduct part of your research in the framework of your master thesis or PhD (desk research, field work, laboratory research…). In this case, a bilateral agreement between your home institution and Ghent University in your field of study is optional. If you come to Ghent University to write your entire master thesis at Ghent University, including the thesis defense, a bilateral agreement with your home university is obligatory.
  • Blended Intensive Programme: you participate in a blended intensive programme organized by Ghent University. A bilateral agreement between your home institution and Ghent University is required. Please indicate the period of your actual stay in Ghent under your planned period of stay.
  • Other: your academic activities at Ghent University are different from the options above.

Study programme

The study programme consists of the courses you want to take at Ghent University. In the initial stage of the application you need to upload a signed learning agreement under documents.

Digital learning agreement: for exchanges in the context of Erasmus+ studies a digital learning agreement is required to submit your application. You should initiate your digital learning agreement via your home institution and once it is signed by yourself and your academic coordinator it will be sent to Ghent University in a digital manner. Ghent University will approve your learning agreement or provide comments. You can consult the status via the document section in your exchange application or via the online learning agreement tool at your home institution. Any updates of your digital learning agreement should be initiated in the system at your home institution.

Motivation

A short written statement in English on why you wish to study at Ghent University.

This is not applicable for Blended Intensive Programmes, add “not required for BIP” under motivation.

Language skills

Your knowledge of Dutch and English. Please consult the language requirements in order to prepare the correct English language certificate (no need to upload a certificate for BIPs, just indicate your language level).

Contact person

Someone we may contact in case of an emergency

Documents

Uploading the following documents is required:

  • Transcript of Records: This is an overview of your grades of the past study years.
  • Learning agreement: The learning agreement consists of the courses you want to take at Ghent University, or a description of your traineeship. To be valid your learning agreement should be signed by yourself and by the responsible at your home institution. The international officer at Ghent University will sign your learning agreement after reviewing your application. For Erasmus+ studies mobility we require an online learning agreement (also see information above under Study programme/learning agreement).
    Please use the correct template for studies, traineeship, research in the framework of a Master thesis or exchange PhD research or short-term blended mobility (including BIP). Please make sure the Learning Agreement is completely filled in and signed, dated and stamped where necessary!

Approval procedure

  • After submitting your complete exchange application the Faculty Officer responsible for Internationalisation (FCI) and the Ghent promoter will check if your application is complete and if you are eligible to follow the courses on your learning agreement.
  • If the faculty approves your application, they will sign your Learning Agreement.
  • After the approval by your faculty you will receive an acceptance email with your signed learning agreement and your official invitation letter. The invitation letter is required for registration upon arrival and for your visa application (if applicable).

The approval procedure can take several weeks.

In case you don't arrive at the start of the semester: please keep in mind that upon arrival in Ghent you need to visit the registrar’s office to enrol as an exchange student. At this moment you will also receive your student card and account.

Exchange PhD Students

There is a specific application procedure for Exchange PhD Students.

Exchange PhD Students are students who visit Ghent University to perform research in the context of their PhD, while being enrolled and defending their PhD at their home institution.

Contact

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