Universiteit Leiden

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Student Affairs Front Office

Frequently Asked Questions

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

How do I request a LU card?

The first step in requesting your LU card is uploading a passport photo in Account Self Service. Make sure your photo meets standard passport photo requirements.

Within ten days of uploading your photo, you will receive your LU card at the address you provided in Studielink or on your student registration form. To request a LU card you must have a Dutch address. If you are arriving in the Netherlands soon, enter your Dutch correspondence address in Studielink as soon as possible, then request a LU card by following the steps above. 

Students with a non-Dutch address can collect their LU card from the Student Affairs Front Office one week after uploading their photo. You'll receive an email notifying you when your LU card is ready. By replying to this email you can request that your LU card be sent to the Wijnhaven Servicedesk (The Hague) for collection is required.

HOVO students (university of the third age) can request a LU card at the LU card helpdesk in the central university library.


Once you receive your LU card is still needs to be activated. This can be arranged online through the use of the ‘ReadID Ready’ smartphone app. Please consult our website for more information.


More information

I am not able to log in with my student account. What should I do?

There are several reasons why you may not be able to log in:

  • You haven’t yet received a user name and/or password. Request an account.
  • You have forgotten your user name and/or password. Request them again.
  • Your account has not yet been activated. Activate your account.
  • Your password has expired. Reset your password.
  • Your ULCN account is no longer active. You can only access uSis and Brightspace using your ULCN account up to 60 days after your student registration has been cancelled.

If you know your user name and password, keep the following points in mind:

  • You must log in with your user name, not your uMail address.
  • Use lower case letters to enter your user name, not capital letters (e.g. s1234567).
  • Make sure you haven’t accidentally put CAPS LOCK on.

If you still can’t log in, do the following:

  • Change the language on the log-in page, from Dutch to English or vice versa, and try again.
  • If you can log into one application but not another, the issue concerns the application and not your account. Contact the ISSC Helpdesk.
  • If none of the above-mentioned tips work contact the ISSC helpdesk.


More information

How do I request proof of payment of tuition fees?

You can request proof of tuition fee payment from the Student affairs front office. Make sure to let us know your student number when making the request. You can ask us to send it directly to another Dutch university by email, collect it in person, or have it sent to your correspondence address.

Proof of payment for another Dutch university (bewijs betaald collegegeld - BBC) 
If you require proof of tuition fee payment to show to another Dutch university, let us know the name of the institution in question when making your request.

Proof of payment for other purposes
If you require proof of tuition fee payment for another purpose, for example to show to a scholarship provider, insurance company or tax authorities, you should not request a BBC. Instead, you should request a 'proof of student registration letter' that also indicates your tuition fee rate.

 

More information

How can I pay tuition fees?

There are a number of ways to pay your tuition fees.The methods available to you are determined by your situation and your study programme.

  • Digital direct debit authorisation (via Studielink). This is only possible if you have a bank account in a SEPA country with a corresponding IBAN account number. You can choose instalments or a lump sum payment..
  • Transfer of tuition fees in one lump sum before the start of the academic year.
  • Payment in one lump sum by debit card (PIN/Maestro) or credit card (Visa/Maestro) at the Student Affairs Front Office before the start of the academic year. Please be aware that credit card payments incur a 5% administrative fee for each payment.
  • Non-EU nationals only: payment in instalments by bank transfer on the basis of a tuition fee invoice.
  • Submitting a ‘Proof of Tuition Fee Payment’ (or BBC in Dutch)

For further information and tuition fee instalment due dates, see the Methods of payment website.

When will I receive my student card?

Per 1 January 2022 you will only receive a digital copy of your student card. This digital proof of registration will appear automatically in the Leiden University app within three days of the finalisation of your student registration. Don't have the app yet? Download it now! 

Not visible in the app? Once your student registration is finalised, you will receive notification via uSis. If you re-registered, your digital student card for the new academic year will become visible per 1 September. Still can't see your student card in the app after three days? Report the issue via the Helpdesk portal

 

More information

When and how must I send 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:  

  • When you must submit certified copies
  • Which items are required
  • The method of submission you must use
Check carefully which method of submission!
In uSis you can see which of the following methods of submission you must use. Do not use a different method without advance approval. This will only delay your admission.

By post

If you are told to submit documents by post, they must meet all following criteria:  
  • Certified as genuine by the registrar of your institution or head of your department, i.e. bearing an original stamp and signature (not a copy of a stamp/signature).
  • Sent in a sealed institution envelope to Leiden University Admissions Office, either by you or directly by the institution. See Admissions Office postal address
  • If you cannot meet these requirements, instead submit officially legalised or apostilled documents - see this Dutch government website on legalising documents
Digitally
This is only possible for certain types of diploma. If this applies to you, you will be notified via uSis. Digital verification might be, for example, online verification via a secure server or an electronic signature from a specific institution.

Different method? 
  • If your institution cannot send documents via the stipulated method:
    Instead, they can send them as pdf attachment to bacheloradmission@sea.leidenuniv.nl or masteradmission@sea.leidenuniv.nl. The email must be sent by an authorised staff member from an official school/university email address, clearly stating the name and position of the staff member.

  • If you think digital verification should be possible: 
    ​Have we not offered you digital verification but you think this should be possible for your diploma type? On the uSis admission screen, upload a copy of your diploma AND a document explaining the online verification method.

Upon receipt of one of the above, we will let you know whether this is sufficient or if we require more information.  

Diploma not yet issued?
Will your diploma be issued after the submission deadline? On the uSis admission screen, instead upload a certified copy of your final transcript, accompanied by an original statement of graduation issued by your institution. 

Translations required?
If your academic records are not issued in English, French, German or Dutch, they must be accompanied by a translation drawn up by a sworn translator or the issuing institution itself.

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

For further information, see the FAQ on What is a certified copy?

My LU card has been lost or stolen. What should I do?

Report the loss or theft at a LU card helpdesk. Your card will then be blocked and you can request a new card for a fee of 15 euros.

If you are able to show a police report (proces-verbaal) your new card will be free of charge.

More information

I haven’t (yet) received my LU card. What should I do?

There can be a number of reasons why you haven’t yet received your LU card:

  • You have not yet uploaded a passport photo through Account Self Service.
  • The university does not have your correct address; check this in Studielink or at the Student Affairs Front Office. If your address is correct after all, go to one of the LU Card helpdesks to request a new card.
  • You have previously had a LU Card. In that case you can only request a new one at an LU Card helpdesk.
  • You are an exchange student. In that case you will receive an email telling you when you can pick up your LU Card from the Plexus Student Centre.
​Note that if you upload a replacement passport photo, you will not automatically receive a new LU card. You must also cancel your old card and request a new one at a LU card helpdesk. This requires a fee. 

For further assistance, contact the Student Affairs Front Office

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

Contact form

Frequently Asked Questions

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

How do I request a LU card?

The first step in requesting your LU card is uploading a passport photo in Account Self Service. Make sure your photo meets standard passport photo requirements.

Within ten days of uploading your photo, you will receive your LU card at the address you provided in Studielink or on your student registration form. To request a LU card you must have a Dutch address. If you are arriving in the Netherlands soon, enter your Dutch correspondence address in Studielink as soon as possible, then request a LU card by following the steps above. 

Students with a non-Dutch address can collect their LU card from the Student Affairs Front Office one week after uploading their photo. You'll receive an email notifying you when your LU card is ready. By replying to this email you can request that your LU card be sent to the Wijnhaven Servicedesk (The Hague) for collection is required.

HOVO students (university of the third age) can request a LU card at the LU card helpdesk in the central university library.


Once you receive your LU card is still needs to be activated. This can be arranged online through the use of the ‘ReadID Ready’ smartphone app. Please consult our website for more information.


More information

I am not able to log in with my student account. What should I do?

There are several reasons why you may not be able to log in:

  • You haven’t yet received a user name and/or password. Request an account.
  • You have forgotten your user name and/or password. Request them again.
  • Your account has not yet been activated. Activate your account.
  • Your password has expired. Reset your password.
  • Your ULCN account is no longer active. You can only access uSis and Brightspace using your ULCN account up to 60 days after your student registration has been cancelled.

If you know your user name and password, keep the following points in mind:

  • You must log in with your user name, not your uMail address.
  • Use lower case letters to enter your user name, not capital letters (e.g. s1234567).
  • Make sure you haven’t accidentally put CAPS LOCK on.

If you still can’t log in, do the following:

  • Change the language on the log-in page, from Dutch to English or vice versa, and try again.
  • If you can log into one application but not another, the issue concerns the application and not your account. Contact the ISSC Helpdesk.
  • If none of the above-mentioned tips work contact the ISSC helpdesk.


More information

How do I request proof of payment of tuition fees?

You can request proof of tuition fee payment from the Student affairs front office. Make sure to let us know your student number when making the request. You can ask us to send it directly to another Dutch university by email, collect it in person, or have it sent to your correspondence address.

Proof of payment for another Dutch university (bewijs betaald collegegeld - BBC) 
If you require proof of tuition fee payment to show to another Dutch university, let us know the name of the institution in question when making your request.

Proof of payment for other purposes
If you require proof of tuition fee payment for another purpose, for example to show to a scholarship provider, insurance company or tax authorities, you should not request a BBC. Instead, you should request a 'proof of student registration letter' that also indicates your tuition fee rate.

 

More information

How can I pay tuition fees?

There are a number of ways to pay your tuition fees.The methods available to you are determined by your situation and your study programme.

  • Digital direct debit authorisation (via Studielink). This is only possible if you have a bank account in a SEPA country with a corresponding IBAN account number. You can choose instalments or a lump sum payment..
  • Transfer of tuition fees in one lump sum before the start of the academic year.
  • Payment in one lump sum by debit card (PIN/Maestro) or credit card (Visa/Maestro) at the Student Affairs Front Office before the start of the academic year. Please be aware that credit card payments incur a 5% administrative fee for each payment.
  • Non-EU nationals only: payment in instalments by bank transfer on the basis of a tuition fee invoice.
  • Submitting a ‘Proof of Tuition Fee Payment’ (or BBC in Dutch)

For further information and tuition fee instalment due dates, see the Methods of payment website.

When will I receive my student card?

Per 1 January 2022 you will only receive a digital copy of your student card. This digital proof of registration will appear automatically in the Leiden University app within three days of the finalisation of your student registration. Don't have the app yet? Download it now! 

Not visible in the app? Once your student registration is finalised, you will receive notification via uSis. If you re-registered, your digital student card for the new academic year will become visible per 1 September. Still can't see your student card in the app after three days? Report the issue via the Helpdesk portal

 

More information

When and how must I send 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:  

  • When you must submit certified copies
  • Which items are required
  • The method of submission you must use
Check carefully which method of submission!
In uSis you can see which of the following methods of submission you must use. Do not use a different method without advance approval. This will only delay your admission.

By post

If you are told to submit documents by post, they must meet all following criteria:  
  • Certified as genuine by the registrar of your institution or head of your department, i.e. bearing an original stamp and signature (not a copy of a stamp/signature).
  • Sent in a sealed institution envelope to Leiden University Admissions Office, either by you or directly by the institution. See Admissions Office postal address
  • If you cannot meet these requirements, instead submit officially legalised or apostilled documents - see this Dutch government website on legalising documents
Digitally
This is only possible for certain types of diploma. If this applies to you, you will be notified via uSis. Digital verification might be, for example, online verification via a secure server or an electronic signature from a specific institution.

Different method? 
  • If your institution cannot send documents via the stipulated method:
    Instead, they can send them as pdf attachment to bacheloradmission@sea.leidenuniv.nl or masteradmission@sea.leidenuniv.nl. The email must be sent by an authorised staff member from an official school/university email address, clearly stating the name and position of the staff member.

  • If you think digital verification should be possible: 
    ​Have we not offered you digital verification but you think this should be possible for your diploma type? On the uSis admission screen, upload a copy of your diploma AND a document explaining the online verification method.

Upon receipt of one of the above, we will let you know whether this is sufficient or if we require more information.  

Diploma not yet issued?
Will your diploma be issued after the submission deadline? On the uSis admission screen, instead upload a certified copy of your final transcript, accompanied by an original statement of graduation issued by your institution. 

Translations required?
If your academic records are not issued in English, French, German or Dutch, they must be accompanied by a translation drawn up by a sworn translator or the issuing institution itself.

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

For further information, see the FAQ on What is a certified copy?

My LU card has been lost or stolen. What should I do?

Report the loss or theft at a LU card helpdesk. Your card will then be blocked and you can request a new card for a fee of 15 euros.

If you are able to show a police report (proces-verbaal) your new card will be free of charge.

More information

I haven’t (yet) received my LU card. What should I do?

There can be a number of reasons why you haven’t yet received your LU card:

  • You have not yet uploaded a passport photo through Account Self Service.
  • The university does not have your correct address; check this in Studielink or at the Student Affairs Front Office. If your address is correct after all, go to one of the LU Card helpdesks to request a new card.
  • You have previously had a LU Card. In that case you can only request a new one at an LU Card helpdesk.
  • You are an exchange student. In that case you will receive an email telling you when you can pick up your LU Card from the Plexus Student Centre.
​Note that if you upload a replacement passport photo, you will not automatically receive a new LU card. You must also cancel your old card and request a new one at a LU card helpdesk. This requires a fee. 

For further assistance, contact the Student Affairs Front Office

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
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