Universiteit Leiden

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Student Affairs Front Office

Frequently Asked Questions

How long does it take before a decision on my application is issued?

It generally takes about 4 to 6 weeks from the date on which you are informed that your application is complete until you receive a decision. If additional information is required during the application process it may take a little longer. Please make sure your application is complete and is submitted as early as possible.

Once a decision on your application has been made, you will receive a formal statement from the faculty by email.

 

More information

What is the selection procedure for programmes with limited places (numerus fixus)?

Because of their popularity, some bachelor’s programmes are oversubscribed. For these programmes, a limit has been set for the number of students that can be allocated a place. This is known as a 'numerus fixus'. This means that even if you are admitted to the programme, you are not guaranteed a place. You must also be allocated a place on the programme via a selection procedure.

Take careful note of the application deadlines for numerus fixus programmes as these are generally earlier than those for other types of study programme. 

For further explanation see Admission requirements - Programmes with limited places.

More information

I am a future master’s student and cannot submit the requested academic records before the visa / residence permit deadline. What should I do?

Are you a future bachelor’s studentInstead, see the FAQ for bachelor’s students who cannot submit their academic records in time for the visa/residence permit deadline.  

The standard deadline for receiving all the required documents for your visa/residence permit request is:
  • 1 June: programmes starting in September
  • 1 December: programmes starting in February 
Academic records expected later?  
Will the academic records requested in your admission statement (e.g. your final transcript or diploma) be issued after the standard deadline? Follow the instructions below:

If you need a visa AND residence permit:
1. Before the standard visa/residence permit deadline:
  • Submit all your other visa/residence permit documents and pay the visa/residence fee.  
  • In the uSis visa portal, also upload a personal statement explaining which academic records are late, why, and when you can provide them.
2. Before 6 July (September start)/ 6 December (February start):
Make sure Leiden University receives the following items sent directly by your institution – see permitted submission methods below:  
  • A certified copy of your most recent transcript, and
  • A statement confirming your predicated grades and expected graduation date (which must be before the start date of your studies).

    Permitted submission methods:
  • By post to Leiden University Admissions Office postal address in a sealed institution envelope; or
  • By email to masteradmission@sea.leidenuniv.nl. The email must be:
    • Sent from an official email address that is currently in use by your institution.
    • The sender must be a staff member who is authorised to issue academic records. 
    • The name and position of the staff member sending the email must be clearly stated.
    • The email must state your full name and uSis application number.
      Note: if we are not able to verify the authenticity of the email address or sender (via the institution website or direct contact), we cannot accept documents sent by email.
  • Chinese academic records only: upload verification reports of your ‘transcript to date and ‘student record report’ in Chinese and in English in the uSis application portal under ‘other documents’.
3. We can request your visa/residence permit on the basis of the above-mentioned documents. However, you must also make sure that Leiden University receives the requested final academic records before the start date of your studies! Failure to do so will result in the cancellation of your  visa/residence permit application, without refund of your visa/residence permit fee.

If you need a residence permit only:
  1. Before the standard visa/residence permit deadline: submit all your other visa/residence permit documents and pay the visa/residence fee.
  2. By 1 August (September starts) or 15 January (February start): make sure Leiden University receives the missing academic records.
  3. If your academic records will only be available after 1 August/15 January, send a mail to masteradmission@sea.leidenuniv.nl to request instructions. 
Take action in time!
We urgently request that you take the above-mentioned steps in time. If we do not receive the required documents and information on time, we will not be able to process your visa/residence permit request. This will result in you being unable to join your study programme. 

How do I request a Statement of registration (enrolment)?

As soon as your student registration has been finalised, you will receive a confirmation from us by e-mail. You can then download your Statement of registration via uSis by following the steps below:
  1. Log into uSis using your student number. 
  2. Click on the 'Communication' tile.
  3. If you do not see the message you are looking for, click on the little x in top-right corner of your screen.
  4. Click on ‘Your registration is final’ to download your Statement of registration.
If you need a statement of registration with an official stamp, please contact the Student Affairs Front Office at (+31) 071 527 8011 or info@leidenuniv.nl, or visit our office in Leiden or The Hague. Do not forget to mention your student number and the institution that requires the document.

More information

I am a future bachelor’s student and cannot submit the requested academic records in time for the visa / residence permit deadline. What should I do?

Are you a future master’s student? Instead, see the FAQ for master’s students who cannot submit their academic records in time for the visa/residence permit deadline.

The standard deadline for receiving all the required documents for your visa/residence permit request is 1 June.

Academic records expected later?  
Will the academic records requested in your admission statement (e.g. your final diploma) only be available after the standard deadline? Follow the instructions below. 

Diploma expected no later than 6 July
Before the standard visa/residence permit deadline:
  1. Submit all your other visa/residence permit documents and pay the visa/residence fee.
  2. In the uSis visa portal, also upload a personal statement explaining which academic records are late, why, and when you can provide them.
  3. By 6 July: make sure we receive the missing academic records*.
    *IB students: we will verify your results after they are released on (or shortly after) 6 July. This will be in time to meet this deadline. 
Diploma expected later than 6 July
If you need a visa AND residence permit:
Before the standard visa/residence permit deadline:
  1. Submit all your other visa/residence permit documents and pay the visa/residence fee, and
  2. Send an email to: bacheloradmission@sea.leidenuniv.nl to request instructions concerning your academic records.
If you need a residence permit only
  1. Before the standard visa/residence permit deadline: submit all your other visa/residence permit documents and pay the visa/residence fee.
  2. By 1 August: make sure we receive the missing academic records.
  3. If your academic records will only be available after 1 August*, send an email to bacheloradmission@sea.leidenuniv.nl to request instructions.
    *Exception: UK A-level results can be submitted later in August, as soon as they are released.  
Take action in time!
We urgently request that you take the above-mentioned steps in time. If we do not receive the required documents and information on time, we will not be able to process your visa/residence permit request. This will result in you being unable to join your study programme.  

When and how must I submit digital and certified copies of my academic records to the university?

When applying 
When you apply for admission to a degree programme, you only need to upload digital copies of your academic records in the online application portal (uSis). Certified copies are not yet required.

Upon admission
Upon admission you will be notified of the following via uSis:  

  • Which additional (certified or digital) academic records you must submit.
  • The stipulated method of submission.
  • The deadline for submission.
Steps to take:
  1. Download your official decision statement (via uSis) and read it carefully. Take note of your admission conditions and the deadlines for meeting them. 
  2. On the uSis 'decision' screen: upload digital copies of all items stated in your conditions using the ‘Upload your documents’ button.
  3. Check if there are additional submission instructions stated on your decision statement. These might be e.g. submitting certified copies by post or arranging online verification. Follow the instructions carefully! For documents by post, check who must issue them and how they must be sent. 
Via specified method only
  • Only submit items via the method(s) specified in your decision statement. Items submitted via other methods cannot be accepted.
  • There is no need to send items via multiple methods unless this is requested. For example, if you are instructed to arrange online verification only, you do not need to also send items by post.  
Specified method not possible?
Refer to the FAQ on After admission, what should I do if I am unable to submit certified copies via the specified method?

Questions?
If you are still unsure when and how to submit your academic records after admission, send a mail to the bachelor admission team: bacheloradmission@sea.leidenuniv.nl, or master admission team: masteradmission@sea.leidenuniv.nl.

Also see the following FAQ

I cannot submit all the items required for my visa / residence permit application in time. What should I do?

The standard deadline for receiving all the required items for your visa/residence permit application is:
  • 1 June: programmes starting in September
  • 1 December: programmes starting in February
Items expected later?  
Will one or more of the required items, for example your scholarship letter or new passport, be issued after the standard deadline? If so, take the steps below:

1. Before the standard visa/residence permit deadline:
  • Submit all your other visa/residence permit documents and pay the visa/residence fee.
  • In the uSis visa portal, upload a personal statement explaining which items are late, why, and when you can provide them.
2. By 6 July (September start) or 6 December (February start):
  • Submit the missing item(s). 
Academic records even later?
Will your academic records (e.g. final diploma) only be issued after 6 July / 6 December? See the following FAQs for instructions: Take action in time!
We urgently request that you take the above-mentioned steps in time. If we do not receive the required documents and information on time, we will not be able to process your visa/residence permit request. This will result in you being unable to join your study programme. 

What counts as proof of sufficient funds for my visa/residence permit request?

When we apply for your visa and/or residence permit, we will ask you to demonstrate that you have sufficient funds for both your living expenses and tuition fee by uploading the following in the visa/residence permit portal (uSis):   


Sufficient funds for living expenses

  • Transfer sufficient funds for living expenses to Leiden University then upload proof of the transfer, OR
  • A bank statement in your name showing sufficient funds, OR
  • A scholarship letter.

Sufficient funds for tuition fee

  • If you will pay your own tuition fee: a bank statement in your name showing sufficient funds.
  • If a scholarship provider will pay your tuition fee: a scholarship letter.
  • If a third party will pay your tuition fee:

Strict criteria for bank statements and scholarship letter
The Dutch immigration department sets very strict criteria for bank statements and scholarship letter. If your statement or letter does not meet all criteria, we will ask you to submit a new one or transfer the funds instead. This will significantly delay your request

For full details of financial requirements for visa/residence permit applications, read the Visa and residence permit instructions manual

I am an international student and have requested housing via uSis. When will I hear more?

Two weeks after the housing application deadline, you will receive an email letting you know whether:

  • you applied in time and will soon be given access to the housing reservation portal, OR
  • too many students applied before you, so you can choose to request a refund of the housing fee, or be put on a waiting list in case any other students withdraw.
Please patiently await this email as we are unable to provide details before this date.  

For students who applied in time, Leiden University will soon after begin sending emails with log-in details for the housing reservation portal. Here you can log-in and reserve one of the accommodations t set aside for international students.

 

More information

Who should I contact with questions about ICT facilities, e.g. ULCN, Brightspace, uMail?

Many solutions for ICT problems can be found on our website and in our manuals. Often you can solve a problem easily yourself by checking the information available online.

ICT Helpdesks

  • The major computer halls and various faculties have their own ICT helpdesks, which are open during office hours. These can be found on the ICT Support webpage.
  •  You can also contact the Helpdesk ISSC (ICT Shared Service Centre), either via email or phone: helpdesk@issc.leidenuniv.nl / +31 (0)71 527 8888.


More information

Contact form

Frequently Asked Questions

How long does it take before a decision on my application is issued?

It generally takes about 4 to 6 weeks from the date on which you are informed that your application is complete until you receive a decision. If additional information is required during the application process it may take a little longer. Please make sure your application is complete and is submitted as early as possible.

Once a decision on your application has been made, you will receive a formal statement from the faculty by email.

 

More information

What is the selection procedure for programmes with limited places (numerus fixus)?

Because of their popularity, some bachelor’s programmes are oversubscribed. For these programmes, a limit has been set for the number of students that can be allocated a place. This is known as a 'numerus fixus'. This means that even if you are admitted to the programme, you are not guaranteed a place. You must also be allocated a place on the programme via a selection procedure.

Take careful note of the application deadlines for numerus fixus programmes as these are generally earlier than those for other types of study programme. 

For further explanation see Admission requirements - Programmes with limited places.

More information

I am a future master’s student and cannot submit the requested academic records before the visa / residence permit deadline. What should I do?

Are you a future bachelor’s studentInstead, see the FAQ for bachelor’s students who cannot submit their academic records in time for the visa/residence permit deadline.  

The standard deadline for receiving all the required documents for your visa/residence permit request is:
  • 1 June: programmes starting in September
  • 1 December: programmes starting in February 
Academic records expected later?  
Will the academic records requested in your admission statement (e.g. your final transcript or diploma) be issued after the standard deadline? Follow the instructions below:

If you need a visa AND residence permit:
1. Before the standard visa/residence permit deadline:
  • Submit all your other visa/residence permit documents and pay the visa/residence fee.  
  • In the uSis visa portal, also upload a personal statement explaining which academic records are late, why, and when you can provide them.
2. Before 6 July (September start)/ 6 December (February start):
Make sure Leiden University receives the following items sent directly by your institution – see permitted submission methods below:  
  • A certified copy of your most recent transcript, and
  • A statement confirming your predicated grades and expected graduation date (which must be before the start date of your studies).

    Permitted submission methods:
  • By post to Leiden University Admissions Office postal address in a sealed institution envelope; or
  • By email to masteradmission@sea.leidenuniv.nl. The email must be:
    • Sent from an official email address that is currently in use by your institution.
    • The sender must be a staff member who is authorised to issue academic records. 
    • The name and position of the staff member sending the email must be clearly stated.
    • The email must state your full name and uSis application number.
      Note: if we are not able to verify the authenticity of the email address or sender (via the institution website or direct contact), we cannot accept documents sent by email.
  • Chinese academic records only: upload verification reports of your ‘transcript to date and ‘student record report’ in Chinese and in English in the uSis application portal under ‘other documents’.
3. We can request your visa/residence permit on the basis of the above-mentioned documents. However, you must also make sure that Leiden University receives the requested final academic records before the start date of your studies! Failure to do so will result in the cancellation of your  visa/residence permit application, without refund of your visa/residence permit fee.

If you need a residence permit only:
  1. Before the standard visa/residence permit deadline: submit all your other visa/residence permit documents and pay the visa/residence fee.
  2. By 1 August (September starts) or 15 January (February start): make sure Leiden University receives the missing academic records.
  3. If your academic records will only be available after 1 August/15 January, send a mail to masteradmission@sea.leidenuniv.nl to request instructions. 
Take action in time!
We urgently request that you take the above-mentioned steps in time. If we do not receive the required documents and information on time, we will not be able to process your visa/residence permit request. This will result in you being unable to join your study programme. 

How do I request a Statement of registration (enrolment)?

As soon as your student registration has been finalised, you will receive a confirmation from us by e-mail. You can then download your Statement of registration via uSis by following the steps below:
  1. Log into uSis using your student number. 
  2. Click on the 'Communication' tile.
  3. If you do not see the message you are looking for, click on the little x in top-right corner of your screen.
  4. Click on ‘Your registration is final’ to download your Statement of registration.
If you need a statement of registration with an official stamp, please contact the Student Affairs Front Office at (+31) 071 527 8011 or info@leidenuniv.nl, or visit our office in Leiden or The Hague. Do not forget to mention your student number and the institution that requires the document.

More information

I am a future bachelor’s student and cannot submit the requested academic records in time for the visa / residence permit deadline. What should I do?

Are you a future master’s student? Instead, see the FAQ for master’s students who cannot submit their academic records in time for the visa/residence permit deadline.

The standard deadline for receiving all the required documents for your visa/residence permit request is 1 June.

Academic records expected later?  
Will the academic records requested in your admission statement (e.g. your final diploma) only be available after the standard deadline? Follow the instructions below. 

Diploma expected no later than 6 July
Before the standard visa/residence permit deadline:
  1. Submit all your other visa/residence permit documents and pay the visa/residence fee.
  2. In the uSis visa portal, also upload a personal statement explaining which academic records are late, why, and when you can provide them.
  3. By 6 July: make sure we receive the missing academic records*.
    *IB students: we will verify your results after they are released on (or shortly after) 6 July. This will be in time to meet this deadline. 
Diploma expected later than 6 July
If you need a visa AND residence permit:
Before the standard visa/residence permit deadline:
  1. Submit all your other visa/residence permit documents and pay the visa/residence fee, and
  2. Send an email to: bacheloradmission@sea.leidenuniv.nl to request instructions concerning your academic records.
If you need a residence permit only
  1. Before the standard visa/residence permit deadline: submit all your other visa/residence permit documents and pay the visa/residence fee.
  2. By 1 August: make sure we receive the missing academic records.
  3. If your academic records will only be available after 1 August*, send an email to bacheloradmission@sea.leidenuniv.nl to request instructions.
    *Exception: UK A-level results can be submitted later in August, as soon as they are released.  
Take action in time!
We urgently request that you take the above-mentioned steps in time. If we do not receive the required documents and information on time, we will not be able to process your visa/residence permit request. This will result in you being unable to join your study programme.  

When and how must I submit digital and certified copies of my academic records to the university?

When applying 
When you apply for admission to a degree programme, you only need to upload digital copies of your academic records in the online application portal (uSis). Certified copies are not yet required.

Upon admission
Upon admission you will be notified of the following via uSis:  

  • Which additional (certified or digital) academic records you must submit.
  • The stipulated method of submission.
  • The deadline for submission.
Steps to take:
  1. Download your official decision statement (via uSis) and read it carefully. Take note of your admission conditions and the deadlines for meeting them. 
  2. On the uSis 'decision' screen: upload digital copies of all items stated in your conditions using the ‘Upload your documents’ button.
  3. Check if there are additional submission instructions stated on your decision statement. These might be e.g. submitting certified copies by post or arranging online verification. Follow the instructions carefully! For documents by post, check who must issue them and how they must be sent. 
Via specified method only
  • Only submit items via the method(s) specified in your decision statement. Items submitted via other methods cannot be accepted.
  • There is no need to send items via multiple methods unless this is requested. For example, if you are instructed to arrange online verification only, you do not need to also send items by post.  
Specified method not possible?
Refer to the FAQ on After admission, what should I do if I am unable to submit certified copies via the specified method?

Questions?
If you are still unsure when and how to submit your academic records after admission, send a mail to the bachelor admission team: bacheloradmission@sea.leidenuniv.nl, or master admission team: masteradmission@sea.leidenuniv.nl.

Also see the following FAQ

I cannot submit all the items required for my visa / residence permit application in time. What should I do?

The standard deadline for receiving all the required items for your visa/residence permit application is:
  • 1 June: programmes starting in September
  • 1 December: programmes starting in February
Items expected later?  
Will one or more of the required items, for example your scholarship letter or new passport, be issued after the standard deadline? If so, take the steps below:

1. Before the standard visa/residence permit deadline:
  • Submit all your other visa/residence permit documents and pay the visa/residence fee.
  • In the uSis visa portal, upload a personal statement explaining which items are late, why, and when you can provide them.
2. By 6 July (September start) or 6 December (February start):
  • Submit the missing item(s). 
Academic records even later?
Will your academic records (e.g. final diploma) only be issued after 6 July / 6 December? See the following FAQs for instructions: Take action in time!
We urgently request that you take the above-mentioned steps in time. If we do not receive the required documents and information on time, we will not be able to process your visa/residence permit request. This will result in you being unable to join your study programme. 

What counts as proof of sufficient funds for my visa/residence permit request?

When we apply for your visa and/or residence permit, we will ask you to demonstrate that you have sufficient funds for both your living expenses and tuition fee by uploading the following in the visa/residence permit portal (uSis):   


Sufficient funds for living expenses

  • Transfer sufficient funds for living expenses to Leiden University then upload proof of the transfer, OR
  • A bank statement in your name showing sufficient funds, OR
  • A scholarship letter.

Sufficient funds for tuition fee

  • If you will pay your own tuition fee: a bank statement in your name showing sufficient funds.
  • If a scholarship provider will pay your tuition fee: a scholarship letter.
  • If a third party will pay your tuition fee:

Strict criteria for bank statements and scholarship letter
The Dutch immigration department sets very strict criteria for bank statements and scholarship letter. If your statement or letter does not meet all criteria, we will ask you to submit a new one or transfer the funds instead. This will significantly delay your request

For full details of financial requirements for visa/residence permit applications, read the Visa and residence permit instructions manual

I am an international student and have requested housing via uSis. When will I hear more?

Two weeks after the housing application deadline, you will receive an email letting you know whether:

  • you applied in time and will soon be given access to the housing reservation portal, OR
  • too many students applied before you, so you can choose to request a refund of the housing fee, or be put on a waiting list in case any other students withdraw.
Please patiently await this email as we are unable to provide details before this date.  

For students who applied in time, Leiden University will soon after begin sending emails with log-in details for the housing reservation portal. Here you can log-in and reserve one of the accommodations t set aside for international students.

 

More information

Who should I contact with questions about ICT facilities, e.g. ULCN, Brightspace, uMail?

Many solutions for ICT problems can be found on our website and in our manuals. Often you can solve a problem easily yourself by checking the information available online.

ICT Helpdesks

  • The major computer halls and various faculties have their own ICT helpdesks, which are open during office hours. These can be found on the ICT Support webpage.
  •  You can also contact the Helpdesk ISSC (ICT Shared Service Centre), either via email or phone: helpdesk@issc.leidenuniv.nl / +31 (0)71 527 8888.


More information
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