Step by Step Socrates / Erasmus exchange registration Procedure VRIJE UNIVERSITEIT BRUSSEL 2005-2006 STEP 1 CONTACT YOUR LOCAL ERASMUS CO-ORDINATOR IN YOUR HOME UNIVERSITY OR YOUR LOCAL IRO (International Relations Office) If you want to come and study at the VRIJE UNIVERSITEIT BRUSSEL, the first thing you need to do is to contact your co-ordinator in your home university and discuss your candidacy with him/her. We can only accept incoming students for the areas of studies specified in bilateral agreements between eligible universities. So check with your local Socrates/Erasmus officers to which universities and to which departments or faculties of these universities you can travel next academic year. STEP 2 APPLY 2.1 SEND your ON LINE pre-registration form and print it out for you The next step is to send your ON LINE pre-registration to us. The deadline for sending us this Application Form is 1 st July 2005 for students wishing to come over during the academic year 2005-2006 (first, second or both semesters). You can find this online form on our website on: http://www.vrije Universiteit Brussel.ac.be/english/intstuex.html You need to fill in ALL fields requested. After having filled in this on-line pre-registration form you push the SEND button. In the event you have not completed the form completely you will get warning messages pointing to information you may have forgotten to fill in. After you have pushed the SEND button you will be able to print out the information that you have sent. We do recommend that you keep a paper copy of this pre-registration in your personal Erasmus file. This online registration should not take you more than 10min. These are a couple of guidelines to fill in the form properly: There are a lot of drop down menus so look for them, they have a little arrow to the right of the box, the drop down menus will hopefully save you some boring type work. - choose the country of your home university first (drop down menu); - choose your home university (drop down menu) your university will only appear if we do have a bilateral contract with you; if your university does not appear you should look for another Erasmus destination and check these with your local Erasmus officers; - ask the Erasmus code of YOUR home university to YOUR local IRO (International Relations Officers) or the Erasmus Officers; - you will need to specify your study area (drop down menu), your study area will only appear if we do have a bilateral contract in that area with your home university; - specify if you want to come the first, second or both semesters; Vrije Universiteit Brussel 25/02/2005 1
- specify the number of months you are staying, usually this is 5 months if you stay one semester and 10 months if you stay two semesters; - type in the expected ECTS credits, usually these are 30 ECTS if you stay one semester and 60 ECTS credits if you stay two semesters; you can also type text here e.g. thesis work; - next we ask you information about the IRO (International Relations Officer) of your home university; this should be the central Socrates/Erasmus officer of your university; - next we ask you personal data including your passport number, student ID (number) in your home university; - next we ask you information about housing, possible language courses, your native language; - we also ask you for your IBAN code and BIC code, ask it at your bank they know it and it is also usually printed on your bank excerpts; the IBAN code starts with a two letter country code followed by a control code and your bank account number; 2.2 SEND your Full Erasmus Student Application Form and keep a copy The next step is to send a completed ECTS Student Application Form to us at the VRIJE UNIVERSITEIT BRUSSEL. The deadline for sending us this Application Form is 1 st July 2005 for the both semesters of the academic year 2005-2006. These documents are provided by the Socrates/Erasmus officers of your HOME university (in some universities even on Faculty level) and include: an application form a learning agreement a transcript of records These documents need several signatures and stamps from your home university so we advise you to start the procedure on time. 2.3 Housing There are two ways to rent a room while studying as an Erasmus student at the Vrije Universiteit Brussel: You apply for a room on campus using the on-line general pre-registration form. You look for private accommodation. In both events we advise that you book your room very early in advance as cheap furnished accommodation is scarce in Brussels. In 2005 2006 the semester system will be split up as follows: First semester 26/09/05 03/02/06 Second semester 13/02/06 08/07/06 Application deadline for rooms is 01/07/2005 even if you come over during the second semester. Vrije Universiteit Brussel 25/02/2005 2
1. Accommodation on Campus Application for housing on campus is done via the on-line pre-registration form described in 2.1. In the last part of it you need to tick the appropriate item in the drop down menu (no, first semester, second semester or both semesters). As the demand for housing on campus usually exceeds the offer applications will be processed on a FIFO (first in first out) basis. The university has the possibility to reserve 40 rooms for Erasmus students who apply through the set procedure. We can only offer housing facilities for 1 or 2 semesters and it is NOT possible to rent for shorter periods on campus. We will ask you to arrive between the following dates in order to be able to claim your room: Between 20 and 26/09/2005 for the first semester and from 13/02/2005 on for the second semester. After these dates we will allocate empty rooms to the people put on a waiting list. Rooms are allocated by the housing department only on a first in first out basis. Rooms are spread over three addresses all very close (walking distance) to the campus. The rent for a room for one semester is 1127.euro. (for two semesters it is 2254 euro). In this rate all costs are included and all rooms are provided with heating, cable TV and internet connection. For pictures of rooms you can have a look at: http://www.vub.ac.be/huisvesting/beschrijving.html In order to inform the housing department of your exact arrival date and time you can mail them at: huisvesting.housing@vub.ac.be The housing department is NOT open during weekends and has the following office hours: Monday-Friday 9-12 and 13-17. If you arrive outside office hours or over the weekend you will need to book a room in a youth hostel. Payment Payment of lodging has to be done by bank transfer after arrival. We will ask you a deposit of 125 euro for the use of the room. This deposit will have to transferred via your local bank. The easiest way to do so is by asking your home bank the IBAN code (International Bank Account number) that you need to fill in on the on-line pre-registration form. This code always looks like IBAN followed by an ISO country code, two control numbers and your account number. Ask it to your Bank if you don t know it. The deposit will be refunded to you at the end of your stay unless some damage has been caused to the room. Semester 1 (26/09/05 03/02/06) First payment upon arrival = 563 euro + 125 euro deposit Vrije Universiteit Brussel 25/02/2005 3
Second payment on November first 2005 = 564 euro Semester 2 (13/02/06 08/07/06) First payment upon arrival = 563 euro + 125 euro deposit Second payment on April first 2006 = 564euro Semester 1 + Semester 2 (26/09/2005 08/07/2006) First payment upon arrival = 563 euro + 125 euro deposit November first 2005 = 564 euro February first 2006 = 564 euro April first 2006 = 564 euro 2. Private accomodation If you need to look for a private room and stay off-campus we can suggest the project Quartier Latin. It is a project from the Dutch speaking Institutions of Higher Education in Brussels. They have a database of rooms and you can take a look at their website: http://www.qlb.be/ql/en/1.htm We strongly advice you to search you accommodation before arrival. For a private room you will need at least 300 euro / month (costs included). Contact person for V.U.B. Quartier Latin is: Marc Stockmans Phone: + 32 2 629 23 23 Fax: +32 2 629 36 19 Email: marc.stockmans@vub.ac.be 3. Youth Hostels and temporary accommodation on arrival You should arrange temporary accommodation from abroad. If you have relatives or friends in Belgium we advise you to set up a short-term stay with them. If not, you can contact a Youth Hostel or a hotel. Here are some emails to places where you can enquire about temporary accommodation: louise.fricq@csfds.be Brusselsbrel@laj.be info@sleepwell.be gener.europe@laj.be jeugdherberg.breughel@ping.be More information on the Youth Hostels in Brussels is available from: http://www.vjh.be http://www.laj.be More information on short term housing in Brussels: Vrije Universiteit Brussel 25/02/2005 4
http://www.besthotels.com http://www.bnb-brussels.be Alternatively you can reserve a hotel-room: http://www.brussels-hotels.com Vrije Universiteit Brussel 25/02/2005 5
2.4 Language courses 1. EILC DUTCH course before you start at our university You can follow an EILC (Erasmus Intensive Language Course) in DUTCH only by applying directly via: http://europa.eu.int/comm/education/programmes/socrates/erasmus/eilc/courses If you intend to follow this course please register via the link above AND also tick EILC in the drop down menu of the on-line pre-registration form. 2. Extra Curriculum Language courses on campus starting early September ONLY Since 1970, the Brussels Chamber of Commerce and Industry has been organising highquality language courses for adults on the campus of the Vrije Universiteit Brussel. Last year, more than 5,000 students attended various levels at the Dutch, French, German, English, Spanish and Italian language courses. Their linguistic competence is highly valued in the European business world and opens doors to a wide range of careers. A team of experienced teachers offers clear, well-structured and self-contained courses, conducted in the target language. Appropriate attention is given to the four language skills: speaking, reading, listening and writing which are practised extensively. The spoken element of each lesson is supplemented with up-to-date textbooks and authentic material. These courses are not free of charge (count about 100 euro for a one year course ranging from 4 to 6 hours a week) and start the first week of September. Nevertheless it is important that you reserve a slot for your course well in advance. If you intend to follow this type of course please tick the correct choice in the drop down menu of the on-line preregistration form. On arrival all Erasmus students who want to follow some of these language courses will pass a short written language test (takes 30min) in order to channel them to the right class level. Students who arrive early September because they follow a language course can usually get housing on campus. 2.5 Approval Once your Application is approved, all parties (= student, host institution and sending institution) need to sign the Learning Agreement. This has to be done before the student leaves for Belgium. In case the Learning Agreement should be altered due to unexpected changes in the programme, sickness of the teacher this has to be done before 31 st October 2005. The Learning Agreement includes all course units you are planning to follow at the VRIJE UNIVERSITEIT BRUSSEL. Please pay attention to the fact that the list only contains course units that are taught during the period of your stay (meaning that some courses may be taught in one semester only). Vrije Universiteit Brussel 25/02/2005 6
2.6. Enrol at YOUR home university before you leave your home country Please make sure you are officially enrolled at your home university, even in the event that your stay at the VRIJE UNIVERSITEIT BRUSSEL will cover a whole academic year. No additional fee should be paid at the VRIJE UNIVERSITEIT BRUSSEL. 2.7. Check insurance information in your home country It is compulsory for all students in Belgium to have health insurance You should go to the health department in your home country prior to your departure. This has to be done in order to inform whether -and which- possible costs are covered by the home insurance during your stay abroad and to ask which kind of form, certificates or papers are required in your particular situation. Vrije Universiteit Brussel 25/02/2005 7
STEP 3 ARRIVAL AT VRIJE UNIVERSITEIT BRUSSEL 3.0 How to reach the campus(es) Campus Etterbeek (South of Brussels): http://www.vrije Universiteit Brussel.ac.be/english/campEt.html Medical Campus Jette (North of Brussels): http://www.vrije Universiteit Brussel.ac.be/english/campjE.html 3.1 Contact the housing department sign your housing contract and pick up your keys Upon arrival you should directly go to the housing department to sign your housing contract and pick up your room keys. In order to inform the housing department of your exact arrival time you can mail them at: huisvesting.housing@vub.ac.be The housing department is NOT open during weekends and has the following office hours: Monday-Friday 9-12 and 13-17. If you arrive outside office hours or over the weekend you will need to book a room in a youth hostel. 3.2. Contact the Erasmus Office of the VRIJE UNIVERSITEIT BRUSSEL Upon arrival in Brussels you contact the Erasmus officers at the International Relations & Mobility Office as soon as possible. The Erasmus office will handle you a Getting started Package facilitate your registration and give you information about life on campus at the VRIJE UNIVERSITEIT BRUSSEL. The Erasmus office is located at International Relations & Mobility Office Vrije Universiteit Brussel Campus Etterbeek Pleinlaan 2 Building M (oval shaped building opposite Citibank) Office M001 (ground floor) 1050 Brussels Belgium Tel +32 2 629 12 79 Fax +32 2 629 15 01 Email : international.relations@vub.ac.be The Socrates / Erasmus Office is open to incoming students ON Appointment only Vrije Universiteit Brussel 25/02/2005 8
3.3 Contact co-ordinator at VRIJE UNIVERSITEIT BRUSSEL Next you contact your academic co-ordinator at the VRIJE UNIVERSITEIT BRUSSEL to take care of academic formalities. This person will also have to sign some documents that you will receive from the Erasmus officer. STEP 4 STUDY COMPLETION After you have completed your study programme successfully, a Transcript of Records will be handed out by the faculty and the (ECTS) credits for the course units mentioned in the Learning Agreement will be integrated into your curriculum at the home institution. This transcript is delivered by your local co-ordinator (never by the central Erasmus Office). Vrije Universiteit Brussel 25/02/2005 9