Registration as an exchange student

• ! Important !

  • Current or most recent secondary/high school: This is only for your secondary education. Information about higher education should only be listed in the fields under ‘Higher Education’.
    Higher Education: Click on the + icon in the upper right to list all of your previous education starting with your highest education

  • If some applicant information (Personal data, Addresses, Curriculum & Languages) is already filled in or cannot be changed, this means your application file is already linked to an existing student file in the SAP student registrar’s system of LUCA. Hence, not all applicant information is adjustable anymore!

Step 3: Add a new application

• After filling in the Applicant information, return to the main page ('<' button on top of the page) and use the ‘+’ button in the lower right corner of the page to add a new application

• Type of programme: Choose ‘Exchange’
• Academic year: Choose the year you’ll be studying at LUCA: 2024-2025
• Programme: Choose one programme option. These are listed in Dutch, but you can find the English translation in the table below.

  • Note: As of ‘21-22 onwards you can choose only one exchange programme! Besides the name of the discipline/programme you will also find the campus and the location where the programme is offered. (A full list of exchange courses per semester can be found here)

• Home University: Name of the sending university in your home country

• Country of home university: Drop-down list. Choose the correct country

• Name contact person home university: the name of a contact person at the sending university

• E-mail contact person home university: the e-mail of the contact person

• Telephone contact person home university: telephone number of the contact person

• Name contact person LUCA: Choose your contact person at LUCA, linked to your campus:

• Number years of completed years of study: the number of completed years in your current study programme(=> enrolling in 3BA = 2 completed years)

• Date of arrival / date of departure: the presumed date of arrival and departure

• Field of study: Please fill in the official name of the programme (including specialisation). You can find an overview of all exchange programmes with their official/specific names here.

• Where did you hear about our programme: Choose one of the options (drop-down menu)

• Additional remarks: Add additional remarks

Step 4: Upload attachments supporting your application

• Use the pencil symbol below to open your application

• Open the Documents section:

Upload the documents one-by-one by selecting the attachment and clicking on ‘Upload’. The following documents are required (pdf format):

• Photo (required) 
  • If your application is approved, this picture will also be shown on your student card. 
• CV (required)
• Passport (EEA citizens can also upload their national ID card instead) (required)
• Diploma & Transcripts of records (required):
  • LUCA only needs the transcript of records (which contains the grades/study results you have obtained so far at your home university in the study programme you currently are enrolled for). Please provide an English version, or add a translation.
• Motivation letter (required)
• Portfolio (required)
• Letter of nomination (required): 
  • You can use our nomination form template for this. If you were nominated through an online platform, you can also upload a document with a link (and if necessary further instructions) where we can check your online nomination. 
    Important: If you don't use our nomination form, please clearly mention the specific exchange programme, level and semester(s) you want to apply for under 'Field of Study'. 
• Documents confirming special needs, if needed (optional)
• Others (if any)

! Uploading picture - important !

Please consult the KU Leuven guidelines regarding the ID picture beforehand: https://www.icao.int/Security/mrtd/Downloads/Technical%20Reports/Annex_A-Photograph_Guidelines.pdf

The application tool is optimized for facial and scene image recognition! When uploading your picture take into account that your photo has to meet certain standards, if not it will lead to an error log while uploading:

• Use front view photos, so no side photos
• Use ‘single person’ images, so don’t use images with multiple persons in it
• Your face should cover +/- ¾ of the entire picture
• Avoid using images while wearing sunglasses

Mark the ‘submit’ box and submit your documents

Problem solving Upload of Documents!

1. If you forget to complete your applicant profile or you forget to upload the required documents, the following error message(s) might appear. Make the necessary changes and try to re-submit.
2. Checklist with regards to the upload:

• Are your documents in a PDF format? If not, you will need to convert your files using a special conversion tool like CutePDF or PrimoPDF.
• Is the name you have given to the document too long or does it contain strange characters? Try changing the name of the document and uploading it.
• Is the PDF protected? Often electronic pdf copies of transcripts or TOEFL/IELTS score cards are protected and therefore cannot be uploaded as such. You can either take a screenshot and save it as a pdf or print and then scan the document to create a new PDF.
• They should not be of a very heavy size- we would advise you to reduce/compress the size of the PDF or upload several documents in the same category instead of a one heavy file.
• Sometimes, documents cannot be uploaded in the same category. In that case, you can upload the documents under ‘Other’ category
• You could also try using a different browser.

Confirm that you want to submit your application

Technical problems/support

If you are experiencing problems while completing your account registration or submitting your application please follow these steps:

1. If you have issues logging in after creating the KULeuven association account, try opening the login page in Google Chrome using 'incognito mode'
2. Always take and save clear screenshots of the problem or the error log(s)
3. Send the information to LUCA International Office at international@luca-arts.be

Good luck with your application!