International orientation day 2011-2012

1. International orientation day 2011-2012 Wim Aerts – International Relations Manager International training day

2. Presentation summary • Introduction + program • Administrative formalities • Academic formalities • Tutorship: new regulations • FAQ • External programme International training day

3. 1.Introduction: programme details International training day

4. 2. Documents available in this folder • Academic calendar 2011– 2012 • List international exchange students (not regular students) • Individual timetable of each department and of the course “Made in Belgium” (tbc) • Personal letter regarding to studio fee • Information sheet registration in Brussels => trough online ECTS catalogue International training day

5. 3. Documents produced next week(s) • Registration certificate for public transport (student administration) • Log-in / e-mail account Sint-Lukas • Student card • Certificate of registration • Personal study programme = Learning Agreement International training day

6. 4. Shortlist internal administrative formalities • Studio fee • Academic calendar 2010-2011 • Registration form: complete it now! • Certificate of registration • Programme and Learning Agreement document • Tutorship • Evaluation and Transcript of records document • Certificate of stay/attendance International training day

7. 4.1 ADM FORM – Studio fee • New as from 2010 – 2011: all students will contribute a studio fee. This regulation is described in article 19 of our education regulation. • Fee is used to partly cover our investments and maintenance of equipment, material and software • Different charges depending on the department of study • Reimbursement of the fee by bank transfer (see separate letter International training day

8. 4.2 ADM FORM – Academic calendar • Different calendars: BA Arts versus Bachemor Interior design , BA construction and MA degree programmes. • Marked: holidays, teaching weeks, exam period, exhibition days… • You don’t leave and finish your exchange before the official end of a term or semester!!!!!! (including exams / evaluations) • Evaluations in January and June. • You don’t leave without giving notice to the international office International training day

9. 4.3 ADM FORM – Online registration International training day

10. 4.3 ADM FORM – registration form: remarks • Brussels’ address required in order to receive a student card • Mobile phones: number in home country AND in Belgium • Language: other language besides your mother language • Main subject: course, degree programme, specialisation in your home university • Class group= level (BA,MA, bacca, licenciado, maestro, 1° livello – 2e livello) • Project: when you are in a graduation year and have to complete a project, you specify what this project is aboutIf you complete a full year at Sint-Lukas in a graduating year (3rd bachelor) you always have to work to a final project with a specific topic International training day

11. 4.4 AD FORM - Certificate of registration International training day

12. 4.4 ADM FORM Certificate of registration • Certificate of registration is made by the International Office. Either we use the document provided by the home university, or we use our own format. • Certificate of registration is made within 5 working days after your arrival • Certificate of registration is sent to your home university coordinator International training day

13. 4.5 ADM FORM – Study programme / Learning agreement • In dialogue with the course leader and the Erasmus supervisor in each major we will create your Learning agreement and study programme. • If you add / delete course units in your exchange you always inform 2 persons: 1) your Erasmus department tutor, 2) International Office • The International coordinator is NOT responsible for content related issues or changes with regards to your study programme: the Erasmus tutor in the department is responsible for this. • We have Prof. Georges Braem as independent tutor (go-between). • The International Coordinator writes down the chosen course units on your Learning Agreement, but he takes no decision about the courses itself. In some cases he will ask advise by the responsible professor. • You will only combine course units that belong to one department or that are electives ones. • ALLexchange students have to join and complete the course unit “MADE IN BELGIUM”. International training day

14. 4.6 Tutorship • Mr. Georges Braem will be the main tutor for exchange students and will act as go-between for both exchange students and teachers • There are no compulsory appointment with him, but every week you may consult him in his drawing atelier (building A – Paleizenstraat ) • He is also in close contact with the Erasmus tutor in each department • E-mail: georges.braem@sintlukas.be International training day

15. 4.7 ADM FORM – Transcript of records • Transcript of records is a report card with results and issued at the end of your exchange period • REMARK: some few course units run whole year round and end officially by the end of the academic year (=June 2011). If your exchange is limited to one semester grades of annual course units will be available in June. • The ToR is sent to your home university coordinator by mail and e-mail! International training day

16. 4.8 ADM FORM – Certificate of attendance • Certificate of attendance is made by the International Office. Either we use the document provided by the home university, or we use our own format. • Certificate of attendance is made by the end of your exchange • Certificate of attendance is sent to your home university coordinator by mail and e-mail. International training day

17. 5. Accademical issues “exchangers” • timetable changes appear on the “intranet” or blackboard but also are published on message boards at the ‘Groenstraat’ in the entrance of the tower building, next to the elevator as well as in the building in Haachsesteenweg • Let add each change to your study agreement and learning agreement • Evaluations (exams,paper,assignment,final work) • Tutorship: 3 weeks visit is compulsory! • QUESTIONNAIRE : at the end of the exchange • PROMOTE YOUR UNIVERSITY AMONGST OUR STUDENTS International training day

18. 6. Administrative formalities in Brussels International training day

19. 6.1 Insurances / registration documents The international office needs copies of: • your health and assistance insurance • your civil liability insurance (check with parents) • Your registration in the city of Brussels We also need a copy your identity card We need it before October 15th! International training day

20. 6.2 Registration in the city of Brussels Where? • =>all students must register with the town administration, Aliens Department (Dienst Bevolking / afdeling Vreemdelingen) in the town or town area where they are living within 8 working days after arrival. • The city of Brussels is divided in several districts that each have a town hall/administration. The following website will provide you with the locations of each town hall in Brussels: http://www.bruxelles.irisnet.be/en/region/region_de_bruxelles-capitale/communes.shtml International training day

21. 6.2 Registration in the city of Brussels (2) 6.2.1 EU – students EU – student and Period of stay < 3 months – Declaration of arrival (doc. 3ter) If you are a national of one of the member states of the EU and you intend to stay in Belgium for less than 3 months all you need to do is to report as soon as possible after your arrival at the local Town Hall. You need to take your passport and sign and collect the form called “Melding van aanwezigheid” déclaration “d’arrivée/ declaration of arrival” (Document 3ter: http://www.vmc.be/uploadedFiles/Vreemdelingenrecht/Wegwijs/Verblijfsdocumenten/Bijlage_3ter.pdf /. This procedure is similar to signing a hotel register. International training day

22. 6.2 Registration in the city of Brussels (3) 6.2.2 EU – students EU student and Period of stay > 3 months If you are a national of one of the member states of the EU and you intend to stay in Belgium for longer than 3 months, you need to register at the local town hall and apply for the “E-id of foreigners – declaration of registration of foreigners” (bijlage n°8 or E-ID) which replaces the old blue card (“blauwe kaart”). When you apply (at the latest three months after your arrival!) at the local town hall in Brussels you bring with you: • your identity card or international passport • the registration certificate proving that you are officially registered as a student at the Sint-Lukas College of Art and Design Brussels • your housing contract so that you can prove where you live • your European Health Insurance Card delivered by your home country • 5 identity photos • some Town Halls may also require a birth certificate International training day

23. 6.2 Registration in the city of Brussels (4) Non EU-students 2. You are NOT a national from one of the member states of the European Union and Period of stay > 3 months You need to submit Bewijs van Inschrijving in het Vreemdelingenregister - Tijdelijk verblijf (BIVR temporary stay), also called “Elektronische vreemdelingenkaart A” by means of presenting the following documents at the local Town Hall within 3 months after arrival : • a valid international passport (minimum 1 year) and your VISA Type D • the registration certificate proving that you are officially registered as a (exchange) student at the Sint-Lukas College of Art & Design Brussels • proof of scholarship or grant or financial guarantee form • your housing contract so that you can prove where you live • 5 identity photos • a birth certificate, certificate of marital status and a certificate of good conduct covering the last five years (max. 3 months old). During your stay here, inform the embassy or consulate of your country that you are a resident in Belgium. Embassy staff will act as a contact point if something happens to you here, or in your home country. It is also possible for you to vote at your embassy in national elections. You can find the addresses of all foreign embassies in Belgium on the following website: http://www.diplomatie.be/en/addresses/belgium/default.asp Do not expect to receive the residence permit immediately. A waiting time of two months before one gets the final document is not an exception. International training day

24. 7. Important issues to remember Building’s access card Our premises in Paleizen- and Groenstraat only are accessible by chip card. • First week(s): open access to all floors. • After one month: only accessible by using chip card : distribution via the student administration office; When your exchange ends you return the chip. If you don’t you will be charged 50 euro. Log-in / e-mail account problems • You will receive a personal mail account of Sint-Lukas • In case of problems always contact our ICT helpdesk:T: +32 (0)2/250.11.55 E: helpdesk@sintlukas.be International training day

25. 7. Important issues to remember (2) Payment at school • All payments are executed by Proton-system, so no cash money is accepted. • How does Proton work? A chip on every Belgian bankcard is charged with digital coins. • You open a Belgian bank account and apply for a Belgian bank. International training day

26. 7. Important issues to remember (3) Construction & removal activities main campus - Paleizenstraat Phase 3 of construction activities encompasses refurnishing of old building in the Paleizenstraat. Course of september / October: many moval activities taking place!!!! Leisure activities on campus / in Brussels Stuvo- student services: http://www.stuvosintlukas.be/joomla/stuvo-sint-lukas-brussel International training day

27. 8. FAQ Questions: just ask! Location 2011-2012 Mr. Wim Aerts – International Relations Manager Room A2.04 Paleizenstraat 70 B-1030 Brussel 02/250/11.00.14 E: wim.aerts@sintlukas.be International training day