Universiteit Leiden

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Student Affairs Front Office

Frequently Asked Questions

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  • Your ULCN account is no longer active.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 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. Do not forget to mention your student number and the institution that requires the document. Please note that our offices are closed right now, which means that arranging a physical document may take longer than usual.

More information

Is there a template for my motivation letter?

No, there is no official template. Your motivation letter is a personal statement in which you explain why you wish to study at Leiden University and why you have chosen this particular study programme. It is an opportunity for you to convince the faculty of your qualities and goals. The letter should contain approximately 700-1500 words.

Note: if you are applying for a programme at Leiden University College (LUC) you should instead complete and submit an LUC motivation letter form


More information

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

Which documents should be sent by post?

Documents only need to be sent by post if this is requested by the Admissions Office during the application process, or if this is stated in your admission statement.

The following documents may be requested by post:

  • Certified copies of your diploma & transcripts;
  • Results of the English proficiency test, to be sent by the test organisation;
  • Signed recommendation letters on official letterhead paper.

More information

Can my application fee be waived?

Exemptions from the application fee can only be granted in very specific circumstances. Please refer to the website for full details: 

Be aware that the application fee waivers cannot be grated in any other circumstances.

More information

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

When?
When you apply for admission to a degree programme via our online application portal (uSis), you need only upload digital copies of your academic records. Upon admission you will be issued with an ‘Admission Statement’, which will explain exactly which certified copies must be sent to Leiden University Admissions Office and how to do so. 


How?

Non-Dutch diplomas
Copies must be certified as genuine (i.e. bearing an original stamp and signature) by the registrar of your institution or the head of department. They must be 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 please instead submit officially legalised or apostilled documents - see this Dutch government website on legalising documents
Note that photocopies of certified/legalised copies are not acceptable, nor are copies certified by local municipal authorities.

  • Diploma not yet issued? If you are asked to submit a diploma but it will not be issued in time, please instead submit a complete certified transcript accompanied by an original statement from your institution confirming that you have graduated.
  • TranslationsIf the original documents are not issued in English, French, German or Dutch, they should be translated by a sworn translator (or the institution itself) and attached to the original documents.

Dutch diplomas
Certified copies of Dutch academic records may be sent to the Admissions Office directly by the issuing institution or by the applicant him/herself.

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

Where can I find vacancies for part-time jobs at the University?

Part-time jobs at the University are usually organised through Jobmotion, the internal temporary employment agency of Leiden University (website in Dutch). You can apply for the student pool via their website.
​You can also find information about part-time jobs on the LU Career Zone.

What happens to applications received after the deadline?

We encourage students to submit their applications as early as possible. If we receive your application after the relevant deadline you will be asked whether you wish to withdraw your application or defer your application until the next possible start date. Only in exceptional cases will late applications be considered. Decisions concerning the processing of late applications are made on a case by case basis in consultation with the faculty in question.

 

More information

What are certified copies of academic records?

A ‘certified copy’ is a copy of an academic record which has been affixed with an original stamp/seal by the issuing institution, thus proving that it is a genuine copy of an original document issued by that institution.

Always refer to your ‘Admission Statement’ – available in the online application portal (uSis) - for information on which academic records (certified copies) must be sent to the Admissions Office and the exact certification requirements.

If the certified copy is not in Dutch, English, French or German, it must be accompanied by an official translation, drawn up by a sworn translator and bearing the original stamp and professional details of the translator.

For more information, see the FAQ on ​ When and how must I send certified copies of my academic records to the university?

Contact form

Frequently Asked Questions

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 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. Do not forget to mention your student number and the institution that requires the document. Please note that our offices are closed right now, which means that arranging a physical document may take longer than usual.

More information

Is there a template for my motivation letter?

No, there is no official template. Your motivation letter is a personal statement in which you explain why you wish to study at Leiden University and why you have chosen this particular study programme. It is an opportunity for you to convince the faculty of your qualities and goals. The letter should contain approximately 700-1500 words.

Note: if you are applying for a programme at Leiden University College (LUC) you should instead complete and submit an LUC motivation letter form


More information

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

Which documents should be sent by post?

Documents only need to be sent by post if this is requested by the Admissions Office during the application process, or if this is stated in your admission statement.

The following documents may be requested by post:

  • Certified copies of your diploma & transcripts;
  • Results of the English proficiency test, to be sent by the test organisation;
  • Signed recommendation letters on official letterhead paper.

More information

Can my application fee be waived?

Exemptions from the application fee can only be granted in very specific circumstances. Please refer to the website for full details: 

Be aware that the application fee waivers cannot be grated in any other circumstances.

More information

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

When?
When you apply for admission to a degree programme via our online application portal (uSis), you need only upload digital copies of your academic records. Upon admission you will be issued with an ‘Admission Statement’, which will explain exactly which certified copies must be sent to Leiden University Admissions Office and how to do so. 


How?

Non-Dutch diplomas
Copies must be certified as genuine (i.e. bearing an original stamp and signature) by the registrar of your institution or the head of department. They must be 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 please instead submit officially legalised or apostilled documents - see this Dutch government website on legalising documents
Note that photocopies of certified/legalised copies are not acceptable, nor are copies certified by local municipal authorities.

  • Diploma not yet issued? If you are asked to submit a diploma but it will not be issued in time, please instead submit a complete certified transcript accompanied by an original statement from your institution confirming that you have graduated.
  • TranslationsIf the original documents are not issued in English, French, German or Dutch, they should be translated by a sworn translator (or the institution itself) and attached to the original documents.

Dutch diplomas
Certified copies of Dutch academic records may be sent to the Admissions Office directly by the issuing institution or by the applicant him/herself.

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

Where can I find vacancies for part-time jobs at the University?

Part-time jobs at the University are usually organised through Jobmotion, the internal temporary employment agency of Leiden University (website in Dutch). You can apply for the student pool via their website.
​You can also find information about part-time jobs on the LU Career Zone.

What happens to applications received after the deadline?

We encourage students to submit their applications as early as possible. If we receive your application after the relevant deadline you will be asked whether you wish to withdraw your application or defer your application until the next possible start date. Only in exceptional cases will late applications be considered. Decisions concerning the processing of late applications are made on a case by case basis in consultation with the faculty in question.

 

More information

What are certified copies of academic records?

A ‘certified copy’ is a copy of an academic record which has been affixed with an original stamp/seal by the issuing institution, thus proving that it is a genuine copy of an original document issued by that institution.

Always refer to your ‘Admission Statement’ – available in the online application portal (uSis) - for information on which academic records (certified copies) must be sent to the Admissions Office and the exact certification requirements.

If the certified copy is not in Dutch, English, French or German, it must be accompanied by an official translation, drawn up by a sworn translator and bearing the original stamp and professional details of the translator.

For more information, see the FAQ on ​ When and how must I send certified copies of my academic records to the university?

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