Application procedure for exchange students

If you want to become an exchange student at VIVES University of Applied Sciences, please read the following application procedure carefully. 

Step 1: Online application 2021-2022

Complete our online application form by clicking the red button below. Before starting the application procedure, please keep your identity documents, copy of diploma(s) and transcripts and a digital passport size photo at hand. Read carefully the manual (you can find the manual under the red button 'start application')  before proceeding. Make sure that all mandatory fields (with a red star) are filled in correctly.

Start application

Please keep in mind that only applications submitted through the online application form can be taken into account.

Application deadlines 

• autumn semester: EU/EEA-students 31/05/2021   |   Non-EU/EEA students 01/05/2021
• spring semester: EU/EEA-students 20/11/2021   |   Non-EU/EEA students 01/11/2021

CALENDAR

Autumn semester:

• Welcome Day campus Kortrijk: 13/09/2021
• Welcome Day campus Brugge: 14/09/2021
• Cultural Activities: 15/09/2021 and 17/09/2021
• Start courses: 20/09/2021
• End courses / exams: 28/01/2022

Spring semester:

• Welcome Day campus Brugge: 07/02/2022
• Introduction Day S.P.A.C.E. and eSociety: 07/02/2022
• Welcome Day campus Kortrijk: 08/02/2022
• Cultural Activities: 03/03/2022 and 04/03/2022
• Start courses: 07-08/02/2022
• End courses/exams: 17/06/2022

Step 2: Learning agreement

Check with your home institution which scenario applies to you.

Scenario 1: Pre-filled Online Learning Agreement 

1. Your home institution will initiate your learning agreement through www.learning-agreement.eu .
2. You will get a notification as soon as you have access to your online learning agreement. Then you can complete and sign your online learning agreement. 
3. The coordinator at your home institution will receive an automatic notification via email to check and sign the online learning agreement.
4. After your home institution has approved the online learning agreement the coordinator at the receiving institution gets an automatic notification via email to check and sign the online learning agreement.
5. Throughout the process all three parties (student, home institution and receiving institution) can check the status of the online learning agreement at any time and one all have signed you will receive an automatic email notification informing you that the document is ready.

Scenario 2: Student initiating Online Learning Agreement

1. Access www.learning-agreement.eu to complete and sign your online learning agreement.
2. The coordinator at your home institution will receive an automatic notification via email to check and sign the online learning agreement.
3. After your home institution has approved the online learning agreement the coordinator at the receiving institution gets an automatic notification via email to check and sign the online learning agreement.
4. You will receive an automatic email notification informing you that the document is ready.

Scenario 3: PDF or Word file (Only if your home institution does not use www.learning-agreement.eu)

1. Ask you home institution for a template of the learning agreement and agree on which programme you’ll follow at VIVES. Programmes for exchange students | VIVES
2. The learning agreement has to be signed by 3 parties.
   
   1. Sign your learning agreement first
   2. Ask your coordinator at your home institution to sign your learning agreement
   3. Email your learning agreement to your programme coordinator at VIVES (see overview below) and ask him to review and sign it. The programme coordinator will then email the fully signed learning agreement back to you.

Overview programme coordinators at VIVES (= responsible person)

If scenario 1 or 2 applies. Then you will have to provide a contact person (= is not the same as responsible person) at VIVES.

Melanie Carbonelle

[email protected]

Learning agreement deadlines

• autumn semester: 10/06/2021
• spring semester: 30/11/2021

Step 3: Housing

If you want to rent a room with mediation from us, please complete the housing application before the deadline. There is a separate application procedure. Please apply quickly, as the number of available rooms is limited. 

Housing deadlines

• autumn semester: 31/05/2021
• spring semester: 20/11/2021

Housing application

Step 4: Invitation letter 

After your online application and learning agreement have been checked, you will receive an invitation letter via email. 
Please keep in mind this can take some time.

You don't need to wait for the invitation letter to complete the housing application! 

If your learning agreement is signed by the VIVES coordinator it means that you are accepted!