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.  

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 predicted 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;
    • be sent by a staff member who is authorised to issue academic records - their name and position must be clearly stated;
    • 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 English in the uSis application portal under ‘other documents’.
3. We will request your visa/residence permit on the basis of the above-mentioned documents. However, we must also receive the requested final academic records before the start date of your studies, otherwise your visa/residence permit application will be cancelled - without refund of the 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.

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 1 June? Follow the instructions below. 

Expected no later than 6 July?
  1. Before 1 June: Submit all your other visa/residence permit documents and pay the visa/residence fee.
  2. Before 1 June: 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. 
Expected after 6 July?
If you need a visa AND residence permit:

Before 1 June: 
  1. Submit all your other visa/residence permit documents and pay the visa/residence fee.
  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 1 June: submit all your other visa/residence permit documents and pay the visa/residence fee.
  2. Before 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.  

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

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.

Some programmes have specific requirements for the motivation letter. Always check the requirements under 'required documents' on your study programme website. 

​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

I’ve been instructed to send certified copies of my academic records by post in a sealed institution envelope. What exactly must I do?

Upon admission, you will receive a decision statement via the online application system (uSis). This will explain which academic records Leiden University must still receive – and how. In some cases, you might be asked to send certified copies by post in a sealed institution envelope.

What is a certified copy?
This is a copy of an academic record that 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. We cannot accept academic records certified by other authorities such as notaries, translators or municipal offices.

What is a sealed institution envelope?
This is an envelope bearing the issuing institution’s logo, and that has been sealed by that institution. If your institution does not have such envelopes, they can instead use a regular envelope sealed with the university’s official stamp. The envelope must reach Leiden University with the seal unbroken. 

How to arrange certified copies
  1. Check carefully in your decision statement which documents are required.
  2. Ask the institution where you obtained the diploma to issue certified copies of the requested documents and place them in a sealed institution envelope
  3. The institution must then send the certified copies to Leiden University Admissions Office postal address. Or they can give the envelope to you to send – as long as it remains sealed! 
Do I need to enclose translations? 
If your academic records are not in English, French, German or Dutch: 
  • Ask the issuing institution to draw up a translation and put it in the sealed institution envelope together with the certified copies; or
  • Have your academic records translated by a sworn translator. Then put the translations in a larger envelope together with the sealed institution envelope containing your certified copies. 
Deadline
Leiden University must receive your certified copies by the following deadline: 
  • If you need a student visa/residence permit: 1 June (fall semester) / 1 December (spring semester)
  • If you do not need a student visa/residence permit: before the official start date of your studies
Can’t submit documents via the specific method?

I want more information on my career possibilities before I choose a study programme. Where can I find this kind of information?

You can find a lot of information on careers in relation to Leiden University study programmes in the LU Career Zone and the Study Choice Platform (in Dutch) - under the ‘Study & Job Market’ tab.

Can I apply for a degree programme before I graduate?

Yes, you are welcome to apply before you graduate.

When applying before graduation, clearly state your (expected) graduation date and submit the following documents with your application:

  • All transcripts obtained to date.
  • An official list of subjects/courses still to be completed.
If you are admitted, it will be on condition of graduation. You will then be asked to submit certified copies of your final transcripts and diploma before the start of the programme.

Note that if you need a visa/residence permit, you will also be asked to submit evidence of imminent graduation before the visa/residence permit deadline, for example a certified copy of your most recent transcript or an original statement from your school or university.

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.  

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 predicted 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;
    • be sent by a staff member who is authorised to issue academic records - their name and position must be clearly stated;
    • 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 English in the uSis application portal under ‘other documents’.
3. We will request your visa/residence permit on the basis of the above-mentioned documents. However, we must also receive the requested final academic records before the start date of your studies, otherwise your visa/residence permit application will be cancelled - without refund of the 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.

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 1 June? Follow the instructions below. 

Expected no later than 6 July?
  1. Before 1 June: Submit all your other visa/residence permit documents and pay the visa/residence fee.
  2. Before 1 June: 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. 
Expected after 6 July?
If you need a visa AND residence permit:

Before 1 June: 
  1. Submit all your other visa/residence permit documents and pay the visa/residence fee.
  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 1 June: submit all your other visa/residence permit documents and pay the visa/residence fee.
  2. Before 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.  

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

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.

Some programmes have specific requirements for the motivation letter. Always check the requirements under 'required documents' on your study programme website. 

​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

I’ve been instructed to send certified copies of my academic records by post in a sealed institution envelope. What exactly must I do?

Upon admission, you will receive a decision statement via the online application system (uSis). This will explain which academic records Leiden University must still receive – and how. In some cases, you might be asked to send certified copies by post in a sealed institution envelope.

What is a certified copy?
This is a copy of an academic record that 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. We cannot accept academic records certified by other authorities such as notaries, translators or municipal offices.

What is a sealed institution envelope?
This is an envelope bearing the issuing institution’s logo, and that has been sealed by that institution. If your institution does not have such envelopes, they can instead use a regular envelope sealed with the university’s official stamp. The envelope must reach Leiden University with the seal unbroken. 

How to arrange certified copies
  1. Check carefully in your decision statement which documents are required.
  2. Ask the institution where you obtained the diploma to issue certified copies of the requested documents and place them in a sealed institution envelope
  3. The institution must then send the certified copies to Leiden University Admissions Office postal address. Or they can give the envelope to you to send – as long as it remains sealed! 
Do I need to enclose translations? 
If your academic records are not in English, French, German or Dutch: 
  • Ask the issuing institution to draw up a translation and put it in the sealed institution envelope together with the certified copies; or
  • Have your academic records translated by a sworn translator. Then put the translations in a larger envelope together with the sealed institution envelope containing your certified copies. 
Deadline
Leiden University must receive your certified copies by the following deadline: 
  • If you need a student visa/residence permit: 1 June (fall semester) / 1 December (spring semester)
  • If you do not need a student visa/residence permit: before the official start date of your studies
Can’t submit documents via the specific method?

I want more information on my career possibilities before I choose a study programme. Where can I find this kind of information?

You can find a lot of information on careers in relation to Leiden University study programmes in the LU Career Zone and the Study Choice Platform (in Dutch) - under the ‘Study & Job Market’ tab.

Can I apply for a degree programme before I graduate?

Yes, you are welcome to apply before you graduate.

When applying before graduation, clearly state your (expected) graduation date and submit the following documents with your application:

  • All transcripts obtained to date.
  • An official list of subjects/courses still to be completed.
If you are admitted, it will be on condition of graduation. You will then be asked to submit certified copies of your final transcripts and diploma before the start of the programme.

Note that if you need a visa/residence permit, you will also be asked to submit evidence of imminent graduation before the visa/residence permit deadline, for example a certified copy of your most recent transcript or an original statement from your school or university.

More information
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