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Approval and application

Corona measures

If you are planning on studying abroad, the coronavirus situation can certainly be a cause for uncertainty. By following the advice and guidelines on the Health and Safety page, you can minimise any potential (financial) risks as much as possible. Still unsure whether it’s a good idea to study abroad at the moment? Read the university’s advice.

Also take a look at the study abroad and corona FAQs.

First check your exchange programme type!

Different deadlines and procedures apply depending on whether you want to apply for destinations via a university-wide exchange programme, via a faculty exchange programme, or (if applicable) via a special exchange programme only for students on your study programme. 

  • For destinations via a university-wide exchange programme: follow the instructions and deadlines here below on the general tab.
  • For destinations via a faculty exchange programmes, or via a special exchange programme only for students on your study programme: click on your faculty or study programme tab and follow the instructions and deadlines there. 

University-wide exchange

Deadline

If you want to go abroad via a university-wide exchange programme in autumn 2022 or spring 2023, you can apply until 23:59 on 1 December 2021.

Note that different deadlines apply if you are going abroad via a faculty or study programme-specific exchange programme. See your faculty or study programme tab for details.

Apply on time

Make sure your application is complete on time. Late applications will not be considered.

Requirements

To apply for a university-wide exchange programme, you must meet the following requirements:

  • You are registered as a student of Leiden University;
  • You have obtained at least 60EC of your bachelor’s programme;
  • Your average grade is 7 or higher*;
  • You meet any additional requirements specified by your faculty or programme (these can be found under your faculty or programme tab).

*Exception: for the ISEP programme an average grade of 6.5 or higher is required.

Steps to take

After looking through all the options in the world map, draw up a list of (up to) ten universities where you would like to study, in order of preference. Remember that lots of students want to study abroad and places are limited, so it’s wise to select at least five universities.

Letter of motivation

Write a letter of motivation, explaining why you want to study at the three universities at the top of your list. There is no standard template for letters of motivation, the content and format are up to you. However your letter must meet the following criteria:

  • In English
  • Maximum 500 words
  • In pdf format

Second semester as plan B

Are you applying for the first semester but could possibly go abroad in the second semester instead? Mention this in your letter. If you don’t get a place at your preferred university in the first semester, your international exchange coordinator may, in some cases, immediately offer you a place for the second semester. Discuss this with your study adviser in advance and make sure your study programme permits exchange in the second semester.

Transcript: only for LUC and university studies elsewhere 

In your online application you will be asked to grant us permission to view your grades in uSis. You therefore do not need to upload a transcript except in the following cases:  

  • Leiden University College (LUC): if you are, or have been, studying at LUC, request an official transcript with GPA from the LUC course administration and upload it in your application.
  • University studies elsewhere: if you have also studied at a university other than Leiden, upload your transcript from that institution. 
  • Log into uSis > click on the study abroad tile > select ‘I want to study at a partner university via an exchange programme’.
  • Enter the requested data and upload the required documents.
  • Select your (max. 10) exchange destinations in order of preference.
  • Submit your application.

If you need further explanation, consult the Manual on applying for Exchange via uSis

You may only go on exchange with the approval of your study programme. Once you submit your application, the international exchange coordinator will ask your programme to confirm its approval.   

Once your programme confirms its approval you will be included in the selection process. You will be notified of the results by email. If you are offered a place, you will be invited to log into the study abroad portal to view the details of the offered place. Make sure to read all the information and conditions of the offer carefully.

If you have been offered a place, you must accept or decline it within 7 days in the uSis study abroad portal. If you do not accept the offer on time, it will be withdrawn. When accepting your place, you must agree to the Regulations on Studying Abroad. Be prepared and read these in advance. If you have any questions about the regulations, contact your international exchange coordinator.

Once you accept your place, Leiden University will nominate you to your host institution. You will then receive instructions on how and when to submit your application to your host institution, either from your international exchange coordinator or directly from the host itself. 

Foto: Ruth Kiers
Foto: Ruth Kiers

Approval

Study programme approval
Before applying for an exchange abroad, you need to inform your study advisor about your plans and make sure you get approval for an exchange (this doesn’t have to be official approval from the Board of Examiners yet). 

If you want to follow courses, we advise you to follow courses abroad as part of your BSc minor or during your 2nd MSc year. MSc Mathematics students are advised to study abroad during term 2 of their 1st MSc year. 

If you are not sure which time suits best to go abroad, please discuss this with your study advisor.

Requirements
To apply for a faculty exchange programme, you must meet the following requirements:

  • You are registered as a student at Leiden University before and during your exchange;
  • Your study programme agrees with your plans to study abroad;
  • You are a nominal student (completed at least 60EC of the BSc); and
  • You preferably have a GPA of 7.0 or higher.

Please note that the requirements for a uni-wide exchange are listed on the general tab of this page.

Application

Deadline
If you want to go abroad in Fall 2022 and/or Spring 2023, you can apply until 23:59 hrs on 1 February 2022 in our online application system (see instructions below). Please note that the application deadline for University-wide agreements is 1 December 2021 (see the central page for more information about this procedure).

Apply on time
Late applications might not be considered. Contact the Science International Office to see what your options are.

Application documents
Please upload the following documents with your application:

  • An motivation letter in which you explain your motivation for your top 3 choices.
  • An overview of courses that you would like to follow abroad for your top 3 choices. This is not a final study plan, but an indication of your interests. If it is not possible to upload this as a separate document, please add this list to your motivation letter.
  • If applicable, a proof of sufficient knowledge of the language of instruction (other than English).

Steps to take

After looking through all the options in the world map, draw up a list of (up to) ten universities where you would like to study, in order of preference. Remember that lots of students want to study abroad and places are limited, so it’s wise to select at least five universities.

Letter of motivation

Write a letter of motivation, explaining why you want to study at the three universities at the top of your list. There is no standard template for letters of motivation, the content and format are up to you. However your letter must meet the following criteria:

  • In English
  • Maximum 500 words
  • In pdf format

Second semester as plan B

Are you applying for the first semester but could possibly go abroad in the second semester instead? Mention this in your letter. If you don’t get a place at your preferred university in the first semester, your international exchange coordinator may, in some cases, immediately offer you a place for the second semester. Discuss this with your study adviser in advance and make sure your study programme permits exchange in the second semester.

Transcript: only for LUC and university studies elsewhere 

In your online application you will be asked to grant us permission to view your grades in uSis. You therefore do not need to upload a transcript except in the following cases:  

  • Leiden University College (LUC): if you are, or have been, studying at LUC, request an official transcript with GPA from the LUC course administration and upload it in your application.
  • University studies elsewhere: if you have also studied at a university other than Leiden, upload your transcript from that institution. 
  • Log into uSis > click on the study abroad tile > select ‘I want to study at a partner university via an exchange programme’.
  • Enter the requested data and upload the required documents.
  • Select your (max. 10) exchange destinations in order of preference.
  • Submit your application.

If you need further explanation, consult the Manual on applying for Exchange via uSis

You may only go on exchange with the approval of your study programme. Once you submit your application, the international exchange coordinator will ask your programme to confirm its approval.   

Once your programme confirms its approval you will be included in the selection process. You will be notified of the results by email. If you are offered a place, you will be invited to log into the study abroad portal to view the details of the offered place. Make sure to read all the information and conditions of the offer carefully.

If you have been offered a place, you must accept or decline it within 7 days in the uSis study abroad portal. If you do not accept the offer on time, it will be withdrawn. When accepting your place, you must agree to the Regulations on Studying Abroad. Be prepared and read these in advance. If you have any questions about the regulations, contact your international exchange coordinator.

Once you accept your place, Leiden University will nominate you to your host institution. You will then receive instructions on how and when to submit your application to your host institution, either from your international exchange coordinator or directly from the host itself. 

Application process | Study Abroad Festival 2021

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Requirements

To make the most of your experience abroad, carefully take into account all the possibilities and potential consequences for your current Astronomy study programme. Make sure to start your preparations well in advance. To avoid any delays in your Astronomy bachelor studies, you have to meet the following requirements:

  • No study delay until the start of your semester abroad
  • Minimum grade point average of 7.0 (over first and second year combined)
  • Permission from the Astronomy study advisor (before application)
  • Formal approval of the Astronomy Board of Examiners
  • Meet the requirements of the host university abroad
  • Apply before the deadline

Procedure

  1. Gather all relevant information:
    • Read all information provided by the university and Faculty of Science in the Exchange section.
    • Go to the Study Abroad Festival in October to get informed on possibilities, university and faculty requirements and potential consequences for your study progress.
    • Join one of the Science Faculty’s information sessions in October or March
    • Follow the Brightspace course Study & Internship Abroad - Faculty of Science (course ID 4ABROAD-0000FWN) for regular updates and student reports.
  2. Make an appointment with the Astronomy study advisor to discuss your plans well before the application deadline.
  3. Follow the full procedure highlighted on the Science tab of the page Approval and Applications.

Course descriptions

When you are planning to follow courses abroad, the receiving institute often asks for a description of relevant courses you already followed. You can find them in the Prospectus.

Questions?

If you have any questions about studying abroad during your Astronomy bachelor´s, always contact the Astronomy study advisor.

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