FAQ Application and enrolment

What is your application status?

You can check your application status by logging in to the application portal and checking the 'overview'. Each time your status changes or we need anything from you, you will also be notified via e-mail.

In the left menu, you can check what each status means exactly. You don't need to contact us for this. Our staff cannot provide any extra info.

What does the application process look like?

Only for foreign diploma's

Students applying with a foreign (not Belgian) diploma have to pay an application fee. As soon as this is received, your application will be processed. The application fee need to be paid within 30 days after submitting your application. If it is not received (in time), your application will be cancelled.
More info about the application fee

We've received your application

Student Administration is checking if all the required documents are included. As soon as this step is completed, you will be updated via e-mail.

If any documents are missing, your status will be updated and you will be able to upload the missing documents in the application tool.
Need to send in missing documents?

There are documents missing

Your application is nog yet complete, and cannot be processed any further at this moment. You've received an e-mail detailing which documents are missing (check your SPAM). 
Need to send in missing documents? 
More info about the required documents

The faculty is screening your application

Because you don't have direct/automatic access to the desired programme, the faculty must first check your academic background and approve your application. As soon as they do, you will be updated via e-mail and your file will be transferred back to Administration for further screening.

You meet the academic requirements

The faculty has approved your academic background. Student Administration is now checking your documents. As soon as this is finished, you will be updated via e-mail.

There are documents missing

The documents you provided don't (all) meet the requirements, and your application cannot be processed any further. You've received an e-mail detailing what the problem is (wrong document, bad quality, missing translation,...).
Need to send in missing documents? 
More info about the required documents

As soon as the missing documents are added to your file, you will be updated via e-mail. Haven't received an update after sending them in? Please be patient. Our team is processing applications as fast as they can, but it can take a while in busy periods. New or reminder e-mails end up at the end of the queue, slowing down the process even more.

Your application was approved

Congratulations! You've been (conditionally) accepted to VUB!

Students applying with a Belgian diploma don't need to do anything. Student Administration will check your diploma in the summer months (July and August) in the Higher Education Database. Once your diploma has been verified, you will receive an update via e-mail, inviting you to sign the online study contract. If your diploma is not available in the database, you may be asked to verify your diploma first.

Students applying with a foreign diploma need to verify their diploma at this point. You can only do this once you've obtained your diploma, so please don't send in any verifications before you have graduated. In the summer months (July and August) all verifications are processed. Once your diploma is verified, you will be updated via e-mail, inviting you to sign the online study contract. 
How to verify your diploma?

*There is no 'unconditional' acceptance letter. As soon as we verify your diploma, you can finish your enrolment.

You are ready to enrol

During the summer months (July and August) you will receive an update via e-mail, inviting you to sign your online study contract. This will be on 1 July at the earliest, but it can take a bit longer since we cannot process all applications on one day. Please be patient for your contract to become available for signing.

You can now sign your online study contract

This status isn't available before July 1st. Click the orange button in your overview to digitally sign the study contract. As soon as you do, you are officially enrolled as a VUB student. Watch out: Only continue signing the contract if you are really sure you want to enrol. Afterwards, you receive a copy of the signed contract via e-mail, as well as your enrolment certificate (needed for public transport passes). From this moment on you are also required to pay the tuition fee (the invoice will follow later, at the earliest in September).

Your application was not accepted

Unfortunately your application was not approved.

Did you mistakenly get denied because you missed the deadline?
Make sure you applied for the correct academic year. If you've made a mistake, submit a new application for the correct academic year (before the deadline) and ignore the denied application.
Are you a non-EEA citizen with a valid residence permit? Please send a picture (front and back) of your residence permit to admissions@vub.be. If approved, our administration will reopen your application.

Did you get denied because you failed to deliver the correct documents?
Our Administration can choose to deny your application when you keep providing the same, incorrect documents or fail to provide the requested documents in a timely manner. If after the denial, you are able to provide the correct documents after all (and still before the application deadline), please send them in via e-mail, to see if your application can be reopened and processed. 

Your application was cancelled or withdrawn

Is this incorrect? Please contact Student Administration.

Frequently asked questions

In the left menu you will find the most frequently asked questions about applying and enrolling.

Will I get accepted?

It's not possible for us to tell you ahead of time if you will be accepted, that's what the screening process is for. Please don't send us any documents to check, but just submit your application online and wait for our admissions team to process it. All admission requirements and deadlines can be found on our website, and on each programme page you'll also find their specific admission criteria.

Can I start in the 2nd semester (February)?

Only students applying with a Belgian diploma can apply for the 2nd semester, which starts in February. Other students can only apply for the start of the academic year, which is in September. 
All about starting in the 2nd semester

Can I transfer my credits from another school to VUB?

If you've finished your programme and you wish to start a new programme at VUB, all you have to do is apply. Our admissions team will screen your application and decide whether you can start at VUB. Make sure to check the application and programme requirements on our website. If you wish to transfer to VUB while your programme is still in progress: Credits will not be automatically transferred. You will have to start the programme from the beginning, and you can request exemptions (without any guaranty) for courses or credits you've already obtained at your previous school.

Are there scholarships available?

There are a few scholarships available, but please be aware they are quite specific and the deadlines to request them are early.Please find an overview of the available scholarships here 
Please find our offer of financial support here 
Get an idea of how much it costs to study in Belgium for 1 year

Can I defer my acceptance?

We do not offer deferrals. If you wish to postpone your application to the next academic year, you will be able to submit a new application once the admissions for the next academic year open. Please bear in mind that you will be required to pay the application fee again, but that your application will be processed more quickly.

I've made a mistake in my application

If you've applied for the wrong programme, you can submit a new application (before the deadline) for the correct programme and simply ignore the 'wrong' application. If you want to change your personal information after submitting your application, you can e-mail the corrections to admissions@vub.be and make sure to mention your full name and the application number (stated in your overview), so our admissions team can change your file. If you've added the wrong document(s) or documents are missing from your application, you can simply e-mail them to admissions@vub.be and make sure to mention your full name and the application number (stated in your overview), so our admissions team can add them to your file.

I can't see my application in the overview

Make sure to log in the same way you did when you submitted your application, either via ITSME (Belgian ID card) or with the e-mail address and password you used for your account. If you forgot your password, simply click 'forgot your password' to reset your password via e-mail.

How can I cancel my application?

If you want to cancel your application, please let admissions@vub.be know that you no longer wish to follow up on this application. Stop following up on any e-mails or instructions that are sent to you and make sure not to sign the study contract (if offered) so you don't accidentally enrol for the wrong programme.

Which documents do I need?

Find out which documents are required for your application, and detailed information on what exactly each document entails. 
Check the required documents here

How strict are the language requirements?

Before you can be accepted, you will have to meet the language requirements in Dutch or English, depending on the programme you're applying for. There are different ways to prove your language proficiency, we only need one of them. The different proof of language proficiency mentioned on our website are the only ones we accept. Other tests or forms of proof are not accepted. There are no preparatory language programmes available. As long as you don't meet the language requirements, you cannot be accepted.
Find the language requirements for Dutch & English here
Check which document you need to provide as a 'language certificate' in the application tool

What if I don't have all the required documents?

The online application tool will not let you submit your application if there are any documents missing, so it's best to submit your application once you have all the necessary documents ready to go.
Exception: The only document you can leave 'blank' during the online application is the language certificate. If you are still waiting for your language test (results) for example, you can send this in later (but before the application deadline) to admissions@vub.be mentioning your full name and date of birth. Only non-EEA students can send the language certificate in after the application deadline (31 March) and at the latest on 30 June (before 1 July).
Exception: If you are waiting to take a mandatory calibration test or the entry exam to study medicine, but you want to submit your application earlier so you can request student housing: Please add any empty document instead of the requested proof, and make sure to send the missing documents in later, but before the application deadline. If you don't want to request student housing, please just wait and apply once you have all the required documents.

I don't have my diploma yet, can I apply?

It's best to apply as soon as possible, even if you haven't yet obtained your degree or diploma. When you are in your final year you can upload an enrolment certificate instead of your diploma during the online application. Make sure the expected date of graduation and the official title of the diploma are mentioned on this document.

Can I add documents to my application?

If you've already submitted your application, but you wish to add extra or missing documents: Please e-mail your documents to admissions@vub.be and mention your full name and application number (stated in your overview), so we can add them to your file. The sooner we have all your documents, the quicker we can process your application. Make sure all required documents are sent in before the application deadline, or your application won't be processed. There's one exception: Non-EEA students can send in the language certificate after the application deadline (31 March), and at the latest on 30 June (before 1 July). Don't worry if you sent in your documents and you haven't heard back from administration yet, as long as you sent them in on time they will be processed and you will be updated via e-mail.

Did you receive the documents I sent via e-mail?

If you've sent in some extra/missing documents via e-mail but haven't heard anything from our Administration, please be patient. The processing of these documents takes time, and during the application period it can get very busy. Our admissions team is working as fast as they can to process your e-mail and add them to your file. Please refrain from re-sending your e-mail, since that will only place your e-mail at the back of the queue. As soon as your mail has been processed, you will be updated via e-mail.

Do my documents have to be translated or legalised?

Documents need to be translated by a certified translator if they are not available in English, Dutch, French or German. They don't need to be legalised for your application.
Find more information about translating your documents here

Only for students applying with a foreign diploma (not in the Higher Education Database)

How can I pay the application fee?

You can make the payment online with a debit- or creditcard when you submit your online application. Other forms of payment are not accepted. You can also submit your application and come back at a later time to pay the application fee, but keep in mind that we don't start processing your application until we have received the application fee.
Please find more information on how to pay the application fee here.

When do I have to pay the application fee?

It is possible to submit your application without immediately paying the application fee. You can come back at a later time to make the payment in our application tool, with a payment deadline of 30 days after you submit your application. This deadline is mentioned in your application overview. We will not start screening your application until you make the online payment.

I've missed the payment deadline

If you miss the payment deadline (mentioned in your overview), your application will be cancelled automatically. Still want to apply for this programme? You can ask Student Administration to remove the cancelled application so you can submit a new one. We cannot reopen a cancelled application. Watch out: You can only submit a new application if this is still before the application deadline.

Can you waive my application fee?

The application fee can only be waived if you are a recognised refugee (official status) or you qualify for temporary protection in Belgium. In this case please contact our International Relations Office. For any other situations, please be aware of the total costs of studying for 1 year in Belgium.