Welcome day International/Erasmus & Exchange students campus Antwerp 2018-2019

Welcome day - Programme 10:30 – 12:00 welcome + information session all FEB students + campus tour 12:30 – 13:30 welcome reception + lunch at campus Sint- Andries (faculty of arts) 14:00 – 16:30 General information session for all new international students (student portal/schedule/student services)

Following days Wednesday 6/02/2019 - 9:30-12:30 Infosession at Gate 15 + City Tour Find out about living and leisure, do's and don'ts in Antwerp, get to know ESN Antwerp and explore Antwerp by foot on the walking tour. Breakfast included upon your arrival at 9.30. Thursday 7/02/2019 – 15:30-16:30 Reception with representative of the city of Antwerp – Felix Pakhuis Friday 08/02/2019 – 14:00-16:00 Welcome activity – meet at “Fakbar” - campus Sint-Andries

Who are you? Erasmus students, exchange students, Faculty Arts & Faculty Economics and Business, many other international students of the English spoken International programmes, Brussels as an international city.

Who are we? KU Leuven, campus Antwerp KU Leuven 1425 Business faculty – EQUIS accredited 47th best University of the world – Times Higher Education World list 2018

Campus ANTWERP Campus KORTRIJK Campus LEUVEN Campus BRUSSELS

Who are we? 1. Centralised International Office – in Leuven 2. International Office FEB 3. Ombuds service

Who are we? International Office KU Leuven, campus Brussels Vice-dean Internationalisation FEB= Peter Teirlinck Head of International Office FEB = Ingeborg Vandenbulcke Mobility coordinator KU Leuven, FEB= Dirk G. Van Waelderen Student advisor – incoming students, Faculties of Arts /FEB= Rebecca Rampelberg Student advisor – outgoing students, Faculties of Arts/FEB= Suzanne Steijleman

Who are we? 3. Ombuds service: Sofie De Prijcker – room 2.12 4. ESN ANTWERP

What do we offer… Very motivated staff, skilled in problem solving Study in centre of Antwerp Positive student environment Academic and cultural experience

Erasmus/Exchange practicalities & deadlines Further registration: if applicable the student administration – ground floor – Sara Franssens Password and log-in: received after the registration Submit Emergency Data sheet (will be sent): DEADLINE 14/02 Finalising your ISP DEADLINE: 27/02 Finalising the Learning Agreement: DEADLINE 27/02 Student card (student restaurant/Exam/library/printer): the following weeks will be communicated by student administration – Sara Franssens

Erasmus/Exchange practicalities & deadlines Education and Exam Regulation: http://www.kuleuven.be/education/regulations/ Course schedule available on (only courses mentioned in our course list on our webpage at campus Antwerp): http://onderwijsaanbod.kuleuven.be/opleidingen/v/e/

Courses Available courses for FEB students can be found on the link below: https://feb.kuleuven.be/eng /international/information- package/courses

KUL courses How many courses ? Blocks of 2 hours At KU Leuven 1 academic year = 60 ECTS credits 1 semester = 30 ECTS credits Agreement with your university ! Blocks of 2 hours Some once a week, other twice a week, other once every two weeks Changes in class schedule are always possible Check timetable daily Toledo/blackboard http://toledo.kuleuven.be Be present and be on time ! Final result = Class presence + home work + exam

Registration of your courses (2) Official registration consists of LA and ISP Learning Agreement Course number; course title, semester, credits Changes possible (e.g. in case of overlap) via “During the mobility” Correct and signed LA or changes by three parties (student/home uni/KUL) send in 1 copy rebecca.rampelberg@kuleuven.be Deadline : 27 February (after this date no changes are possible)

Registration of your courses (3) 2. Online registration of courses via KU Loket: ISP = Individual Study Progamme When ? As from 11 February until 27 February Overlap: discuss with home university Different steps Book courses (save temporarily) Check course schedule Check exam schedule : in case of overlap = contact ombuds via http://feb.kuleuven.be/eng/leuven/students/administration-and-regulations- 1/ombudsmen Send ISP (once sent no changes can be made - deadline 27 February)

Registration of your courses (4) ISP = LA Course approval of ISP on basis of LA Courses in ISP = final exam registration no exams = no grade, no credit on transcript but NA (NA=not participated) Deadline: before 27 February- no changes are possible Time table : check daily Via educational offer (per course) https://onderwijsaanbod.kuleuven.be/opleidingen/e/index.htm Via ISP (all courses)

How to go ahead to change a course ? Look for a new course (check overlap) Upon approval of your university fill in “during the mobility” part of your LA Send the during the mobility form (signed by you & your coordinator) to me by e-mail for final check After my approval finalise your ISP with these approved courses Send the ISP – only after you’ve submitted your IES Once sent, no changes can be made ! (even if this was before the deadline of 27 February)

Where to find answers to your questions ? Education and Exam Regulation: http://www.kuleuven.be/education/regulations/ Website International Office Information on exchange http://feb.kuleuven.be/eng/international Website student portal FEB Information on student councelling, exams, list of class rooms,… http://feb.kuleuven.be/eng/leuven/students Fr-fe

Erasmus/Exchange practicalities & deadlines Student services @ campus Carolus: Bookshop student counselling + ombudsperson (Sofie De Prijcker) student administration(ground floor) library ICT Student restaurant

Administration at the start Registration at the university – already done Activate your account Confirmation of arrival – signature needed Registration as a foreign student @ Student Desk (at “Gate 15”) = obtaining a residence permit

Residence permit -Procedure Obligatory for all international students who stay > 3 months Procedure can take up to 2 months! Advantages of a residence permit: Open a Belgian bank account Apply for a work permit Apply for a parking permit Get a Belgian health insurance If you stay <3 months: “declaration of arrival” within 8 days

Residence permit - Procedure KU Leuven contact person = Ms. Sara Franssens (Registrar’s Office) You ------------------------------------------------->Student Desk Send scans Books appointment KU Leuven = intermediary

Residence permit - Procedure KU Leuven contact person = Ms. Sara Franssens (Registrar’s Office) Send scans to Ms. Sara Franssens: sa.antwerpen@kuleuven.be Ms. Franssens transfers scans to Student Desk Ms Franssens informs you when you have an appointment at the Student Desk (Tuesday, Wednesday, Friday) Bring the original documents to your appointment If you want to do a student job: inform Ms. Franssens, so that she can book a longer appointment at the Student Desk •Different procedure for EEA or non EEA students

Residence permit - procedure Non EEA: in short: 1. Send file to sa.antwerpen@kuleuven.be 2. Residence check (name on doorbell!) 3. Appointment 1 @ Gate 15: ‘Annex 15’ 4. Appointment 2 @ Gate 15: ‘A card’ (€24.20) 5. Afterwards: send your Belgian national number to sa.antwerpen@kuleuven.be

Residence permit - Procedure EEA –neighboring countries: in short: FR, DE, NL, LUX Procedure: 1. Send file to sa.antwerpen@kuleuven.be 2. Appointment@ Gate 15: ‘Annex 33 You don’t get a Belgian national number If you want to work in Belgium: E card needed= procedure for EU residents from non-neighboring countries

Residence permit - procedure EEA (non-neighboring countries): in short: 1. Send file to sa.antwerpen@kuleuven.be 2. Appointment 1 @ Gate 15: temporary ‘Annex 8’ 3. Residence check 4. Appointment 2 @ Gate 15: final ‘Annex 8’ 5. Optional: appointment 3 @ Gate 15: ‘E card’ (€21) 6. Afterwards: send your Belgian national number to sa.antwerpen@kuleuven.be

Residence permit - Documents Students from France, Germany, Netherlands and Luxemburg Scan of ID card (or passport) Scan of certificate of registration@ KU Leuven (=/= Letter of Admission –see next slides) Scan of rental agreement (lease) Filled-in identity sheet (! Address in Belgium) At your appointment, you also need: 1 passport picture (sized 3.5 x 4.5 cm –white background – no photocopies!)

Residence permit - Documents EU (EEA) students from other countries Colour scan of ID card or passport Scan of certificate of registration@ KU Leuven (=/= Letter of Admission–see next slides) Proof of health insurance valid in Belgium (EHIC card scan) Scan of rental agreement (lease) Filled-in “liability for expenses” Filled-in identity sheet (! Address in Belgium) At your appointment, you also need: 1 passport picture (sized 3.5 x 4.5 cm –white background – no photocopies!)

Certificate of registration

Residence permit - Documents Non EU (EEA) students with D visa Colour scan of passport+ visa Scan of certificate of registration@ KU Leuven (=/= Letter of Admission–see next slides) Scan of rental agreement (lease) Depending on the code in your visa: Code B6 => proof of study grant Code B7 => KU Leuven Letter of Admission Filled-in identity sheet (! Address in Belgium) At your appointment, you also need: + €24.20 + 3 passport pictures (sized 3.5 x 4.5 cm –white background –no photocopies!)

Residence permit - Documents Non EU (EEA) students with C visa or residence permit in another EEA-country No registration, only “declaration of arrival” Within 8 days after your arrival! Inform KU Leuven so that we can make an appointment at the Immigration Office 2 passport pictures (sized 3.5 x 4.5 cm –white background – no photocopies!) + original passport and C visa If you need to obtain a D visa while in Belgium, inform Ms Franssens as soon as possible (difficult!)

Belgian nationality, but living/studying abroad? Announce yourself to “stadsloket”: https://www.antwerpen.be/nl/info/5418053daea8a7323e8b 4578/stadsloket-antwerpen-centrum Confirm change of domicile online: https://www.antwerpen.be/nl/eloket/aangifte- adreswijziging-nieuw/?anonymous=true

Residence permit - Procedure Please scan every item (exc. Passport pictures) as 1 PDF file (library)! Colour scan of ID card/passport and visa Scan of both sides of health insurance card Hand everything in on a memory stick at the Registrar’s Office, or mail everything as attachments in one mail tosa.antwerpen@kuleuven.be KU Leuven sends your file to the Student Desk (= @ Gate15)

Residence permit - Procedure At end of your stay, fill out the “Change of Domicile” form (de-registration) & send it to KU Leuven (sa.antwerpen@kuleuven.be) + Student Desk Not necessary for students with “Bijlage 33” (FR, DE, NL, LUX) (or Belgian students or students with C visa) Or de-register using the link https://www.antwerpen.be/nl/e-loket/melding-afschrijving- buitenland (if you master Dutch)

More information? International Office KU Leuven campus Antwerp No permanence on campus on a daily base contact: E-mail & skype: rebecca.rampelberg@kuleuven.be E-mail: internationaloffice.feb@kuleuven.be Phone +32 2 210 13 37 February – not in the office on Fridays Facebook group: Incomingmobility@FEBKULeuven https://www.facebook.com/groups/169864516749274/ Websites: http://feb.kuleuven.be/eng/exchange-students

Exchange = study + culture + ??? Sunday = rest (shops closed) Evening = 10pm = silence at home