Applying for Admission to the UCLouvain (Masters Studies)

Section of the page showing the link to log in

This is a continuation of my blog entitled,  "Choosing a University for International Masters Studies" as it culminates in my choice of a university in Belgium which is the UCLouvain.

A. Online application

The log in page

Students need to accomplish first the online application at the UCLouvain website. This is done by opening first this page so that their profile is known. Click the "To Online Form" so that you are directed to a page where you can sign up for an account.

Once signed up, confirm the link in the email given and log in using the same email and password. You are then directed to the online application form. You can fill out the form, log out and return to it. You also have a reference number for the application done.

Along with the form, you also need to upload the documents supporting the information you entered. 

The sign-up page

These are 

1. passport-sized ID (35x45mm), 

2. passport bio page, 

3. motivation letter, 

4. a letter explaining French is not needed and the certification that English is used in the curriculum, 

5. motivation letter, 

6. transcript and diploma from all universities attended, 

7. certificates of employment for the past 5 years, 

8. resume, and other related documents.

Accomplishing this form took me less than a month because I still waited for the documents from the Philippines before I was able to upload them. In requesting for the documents, be sure to have a certified true copy of the diplomas and transcripts. It is costly to send documents from the Philippines. It was 1,120 via LBC and takes around 4 to 5 working days to reach Indonesia. I requested documents from the Philippines twice.

This is how your dashboard looks after
they received your documents

Once complete, you need to click the confirm button. You cannot edit the form once you have confirmed, so make sure that you have checked the information and attachment thoroughly. Then an email is sent to you. It has a pdf file attachment which contains the information you entered in the online form. Fill out all remaining information there, paste the passport-sized ID, then sign at the appropriate page. 

However, if you feel it is necessary to edit something in the form submitted you need to cancel it and accomplish a new one. All the information in the former form is seen in the new one so you just need to edit it. A new reference number is then issued and a new email will also be sent. Use the pdf file attached in the latest email as your final form to submit.

B. Preparation documents for postal mail

Checklist attached

You will need to submit all the documents you prepared via the post office. Before sending the documents, you need to pay the registration fee (83.50 euros). The instruction on the website mentions that they cannot process the papers without the payment. They cannot also proceed with the evaluation of the application if the documents are incomplete.

The documents are prepared in 2 sets. The first set contains the originals while the second is a "simple" photocopies of the first. They should also be arranged properly based on the checklist on this webpage. When I arranged the documents, I attached this checklist that served as my guide and the guide of the evaluator.

C. Paying the registration fee

Before sending the documents, I made sure that I have paid the registration fee. The payment detail is attached at the last page of the registration form in the email.

This is another delay that I encountered in Indonesia. Because I am an expat here, I don't have a bank account. I only rely on Western Union for money transactions but they cannot process money sent directly to a bank account. They cannot also give alternative solutions. MoneyGram cannot also do it.

It is good that UCLouvain allows another person's account to pay on my behalf. And, I was grateful for my friend agreed. May God bless her for trusting me. I breathed a sigh of relief after 3 weeks of looking for ways on how to pay it.

As a gesture of gratitude and thinking that there might be a tax, I sent 100 euros. I sent it last 2 April 2019 and she was able to transfer the payment to UCLouvain bank account last 4 April 2019. 

D. Mailing the required documents

After paying the registration fee and compiling all the documents I was prepared to send the document via postal mail. All the documents have been attached online but I suppose that they need the originals to make sure they are dealing with authentic papers and applicant.

I sealed the documents in a long airmail envelope. I also printed my address and the receivers address on the surface of the envelope. The receiver's name and address are
located at the email sent. I sent the documents last 9 April 2019 via Kantor Pos Indonesia - EMS.

EMS monitoring page

The document can be tracked on the EMS website. The information appears after 2 days. Just enter the EMS reference number located on top of the barcode part in the receipt. I was so excited to receive a letter of receipt from UCLouvain that is why I always check the document status every day. But the post office teller told me that the document can arrive in Belgium in 4 to 10 days.

E. Letter of receipt of the documents

True enough, the document arrived in Belgium on the 9th day (18 April 2019). Also, on the same day, I received a letter informing me that they have already received my documents.

F. Waiting for the decision

Now at this stage, the FAQ page for new applicants mentions that the "faculty council" will evaluate the documents without mentioning the waiting time. In the "Six step application procedure" it mentions that when the decision has been made, either of the two things can happen: first, if it is not approved, an email will be sent but if is approved, the decision sent via postal mail which includes materials for visa application. In my case, the waiting time is over 10 weeks. It starts from 18 April 2019 to 29 June 2019 - the date  I checked on my UCL dashboard with the comment, "Enrolment approved". I did not receive email but I expect to receive a letter with the kit for visa application.

G. Timeline
This blog covers the time from filling the online registration until the decision was made and the postal mail was received.

Date	Activity	Expenses
1 March 2019	1. Started filling out the online form
	2. Collected the documents	5000 php
27 March 2019	3. Finished the online form
	4. Sent money to my friend in Belgium for registration fee	2,500,500 idr
4 April 2019	5. Paid the registration fee
4 April 2019	6. Sent documents via postal mail	448,440 idr
18 April 2019	7. Documents received by UCL
29 April 2019	8. Decision has been made via online comment
	9. Documents from UCL received

E. Expenses

See the timeline.

The next blog is application for visa.