Exchange Conditions Score of Belgium (BeMSA)

Exchange Information
Type of exchanges
4-weeks
Type of students accepted
Medical students
Pre-medical students
Biomedical students
Graduated medical students (less than 6 months prior to the exchange)
Academic requirements for the students

It varies from project to project, so make sure you read the information in the project forms carefully!

Also note that some projects require specific certificates, such as a certificate for animal handling. Sometimes, this can be acquired during your stay in Belgium (see project description), but this means you'll have to study for it. Therefore we recommend not to apply for projects which require a certificate UNLESS you already have the correct one OR if you will commit to studying for the exam. If you apply anyway, we expect you to be in possession of a certificate or follow theinstructions to get one.

Languages
English
(Excellent)
Required
French
(Good)
Not Required
Dutch
(Good)
Not Required
Calendar
Cities/Months Jan Feb Mar Apr May Jun Jul Augt Sep Oct Nov Dec
Belgium (BeMSA) - KU Leuven, Leuven yes yes
Belgium (BeMSA) - Ghent University, Ghent yes yes
Belgium (BeMSA) - University of Antwerp, Antwerp yes yes
Belgium (BeMSA) - Université Catholique de Louvain, Brussels yes yes
Belgium (BeMSA) - Vrije Universiteit Brussel VUB, Brussels yes yes
Belgium (BeMSA) - UHasselt, Hasselt yes yes
Belgium (BeMSA) - l'Université libre de Bruxelles ULB, Bruxelles yes yes
Calendar Remarks

The month availability varies from project to project, so please check the project descriptions thouroughly! We only consider your application for projects that are available in the month you applied for (unless you specifically wrote that you're also available during the other month in the comment section of your AF). If you do not follow this rule, we will place you in a project of our choice.

In Leuven, the periods are (DD.MM.YYYY):

  • 12.07.2020 - 08.08.2020 
    • NOTE: in the project descriptions of Leuven projects, availability in July means availability from the 12th of July till the 8th of August.
    • If you have a month specific contract for July (NOT AUGUST), you can also apply for this period in Leuven.
  • 09.08.2020 - 05.09.2020
    • NOTE: in the project descriptions of Leuven projects, availability in August means availability from the 9th of August till the 5th of September.
    • If you have a month specific contract for August (NOT JULY), you can also apply for this period in Leuven.
In all other LCs, the periods are (DD.MM.YYYY):
  • 05.07.2020 - 01.08.2020
  • 02.08.2020 - 29.08.2020
No other periods are available, in any LC (including Leuven).
Number of incomings
49
Projects available
Cities
- Belgium (BeMSA) - KU Leuven, Leuven
- Belgium (BeMSA) - Ghent University, Ghent
- Belgium (BeMSA) - University of Antwerp, Antwerp
- Belgium (BeMSA) - Université Catholique de Louvain, Brussels
- Belgium (BeMSA) - Vrije Universiteit Brussel VUB, Brussels
- Belgium (BeMSA) - UHasselt, Hasselt
- Belgium (BeMSA) - l'Université libre de Bruxelles ULB, Bruxelles
General Information
Hours per Day
8 Hours
Days per week
5 Days
Dress code
Decent and safe, but casual (comfy sweaters etc. are allowed).
  • The dress code is not very strict in research institutions, but don’t show up in a swimsuit and keep in mind that you may be working with dangerous substances.
  • Pack at least one formal outfit, in case you can present your findings e.g. during a research meeting.
Since Belgium is a secular country, certain hospitals might enforce a very strict neutral dress code. This means it may not be allowed to wear a headscarf, a necklace with a small cross or a kippah inside the hospital grounds.
What to Bring
  • Please bring your SCORE logbook (80% attendance required).
  • You might have to pack other things (e.g. your white coat), depending on the project, so definitely check out the project descriptions or ask your contact person after receiving your CA. 
  • You are always welcome to bring some typical foods or drinks from your country to the National Food and Drinks Party (NFDP).
  • Some LCs require you to take towels & linen (bed sheets and pillow case) with you.
  • And of course, don't forget to bring your smile and good mood :)
Unilateral fee
EUR
Unilateral fee (special remarks)
Not applicable, BeMSA doet not accept unilateral incomings.
Lodging (housing)
- Student hostel
- Student apartment
Boarding (meal)
Times per day
1
Pocket money
80EUR
Social Program
The National Social Program is organized during the weekends of your exchange. You'll have the opportunity to participate at least twice (information will be posted in the NSP FB group, to which you'll be added by the hosting LORE) :)<br /> <ul> <li>City game in Brussels, including a visit to the atomium and a picknick</li> <li>Kayaking in Dinant</li> <li>Ghentse feesten (basically a city-wide party, in Ghent)</li> <li>Exploring the medieval Bruges</li> <li>Shopping in Antwerp</li> <li>...</li> </ul> <br />The local social program can contain BBQ's, CP-evenings, parties, NFDP, ...<br /><br />You can find more information about Belgium and the Local Committees in our explore pages: http://ifmsa.org/exchange/explore/nmo/17100
Special Remarks
Please be on time every day. Respect the work hours and respect your tutor. If you are not going to the research institution, you need to warn the tutor in advance (at least two days) and ask for permission. If you do not respect these rules, your internship can be cancelled as this will greatly affect our relationship with the departments.

A security deposit might be required (usually 80€, deducted from the pocket money). It will be returned in full at the end of your exchange, if you left the accommodation undamaged. If damages are reported, the fee will be only partially (after deduction of the reparation costs) or not at all returned.

Application Form
Deadline
20 WEEKS
Special Remarks
Deadline for application: before March Meeting 2020. AFs sent after the MM might not be accepted, due to capacity limits and tutor acknowledgment period.

Additional information about the AF
  • Please use your personal mail address as first mail address in your AF, instead of your university mail address!
  • In the comment section of your AF, please mention the following
    • Period availability (i.e. only Leuven period, only general period or both)
    • Project type preference (in case your first three choices are not available anymore)
    • Religious requirements e.g. wearing a hijab (so we can ensure you will be placed in a hospital/research centre where it is allowed to wear them :) )
    • Other comments, special requests, ...

Additional information about the required documents:

  • All documents must be in English AND in .pdf or .jpeg format.
    • AFs and CoDs with e.g. .docx files, will be sent back without explanation.
    • You can translate the documents manually, i.e. yourself (you don't need to request a certified English translation).
  • Standard documents
    • Motivation letters
      • Please write why you applied for the PROJECT (not for the city or country).
      • If you write three motivation letters with exactly the same contents, we will view this as lack of motivation.
    • TBC screening (= OTHER 1)
      • You will need proof of a negative Mantoux test (taken < one year ago) OR a normal RX Thorax (taken < one year ago) → mandatory screening for TBC
    • Vaccination card
      • Proof of all received vaccinations
    • BeMSA incoming contract (= OTHER 2)
      • The contract contains some basic rules specific for Belgium and has to be signed by the student. Please ask your LORE or NORE for this document (it can be found in the NORE folder).
      • NOTE: This document is NOT the same as the Rules Form NOREs!!!! We do not need the Rules Form uploaded here, we only need the BeMSA incoming contract!!!!!!!!!!!!!
  • Special documents
    • FELASA certificate (= OTHER 3)
      • Handling animals is only allowed when you have the FELASA certificate, stating that you have the knowledge and skills to work in a responsible manner with laboratory animals. If handling animals is mentioned in your project than you need to send this certificate in the AF or you won't be allowed to handle animals.
    • HBsAb (only for projects in Antwerp)
      • You will need proof that your titer HBsAb (hepatitis B surface antibodies) is higher than 10 IU/L. The blood sample needs to be taken at least 1 month after your last vaccination.
      • This document only needs to be uploaded in your CoD after confirmation that you will be placed in Antwerp.
  • Upon arrival documents
    • A copy of your health and travel insurance. (= OTHER 4)
    • A copy of the BeMSA incoming contract.
    • A copy of your passport.


We DO NOT follow the principle 'first come first serve'. Instead, we grade each incoming based on the following criteria (in order of importance - very important to not so important) and then look at their preferred projects:
  • Motivation letter of the project (most important aspect!)
  • Project requirements fulfilled
  • Extracurricular activities & social engagement (will only influence the outcome very minimally, and can not beat an outstanding motivation letter)
If two students have an equally outstanding application, only then will we look at the date on which the AF was sent.
So therefore, please take your time to write your motivation letters and don't feel rushed if you have exams! ;)
(Nevertheless, as mentioned before, late AFs might not be accepted, so don't start too late either!)
Card Of Documents
Standard documents
- Photo (* Mandatory)
Format
- Card of Document
- Passport Copy (* Mandatory)
Format
- Card of Document
- Motivation Letter (* Mandatory)
Format
- Card of Document
- Vaccination Card (* Mandatory)
Format
- Card of Document
- Proof of Enrollment (* Mandatory)
Format
- Card of Document
- Curriculum Vitae (* Mandatory)
Format
- Card of Document
- Recommendation Letter (* Mandatory)
Format
- Card of Document
- Health Insurance (* Mandatory)
Format
- Card of Document
- Students' Record (Subjects passed) (* Mandatory)
Format
- Card of Document
- Language Certificate (* Mandatory)
Format
- Card of Document
- Other 1 (* Mandatory)
Format
- Card of Document
- Other 2 (* Mandatory)
Format
- Card of Document
- Motivation Letter for Project 2 (* Mandatory)
Format
- Card of Document
- Motivation Letter for Project 3 (* Mandatory)
Format
- Card of Document
Special documents
- Other 3
Format
- Card of Document
- Rules Form
Format
- Card of Document
Upon Arrival documents
- Other 4
Format
- Paper
The standard documents are the basic documents that the students are asking for and the special documents are less important, as only some Local Committees ask for them. So it's mandatory to upload the standard documents, but not the special ones. (Students do it when asked for by the LEO/NEO.)
The upon arrival documents are hard copies documents that the students are requested to take with them in the host country.”
Special remarks
Card of Acceptance
Deadline
8 weeks
Special remarks
Card of Confirmation
Deadline
4 Weeks
Special remarks
According to SCORE Regulations, an exchange can be cancelled if the CC is not send on time.
Visa
Visa
- Tourist Visa
NMO can provide additional documents if needed
Yes
NMO must be notified 12 weeks before exchange start if additional documents are needed
Special remarks

Please apply for a tourist visa (short stay for tourism purposes).

If you need specific ILs, paper versions, other documents, ... ASK IN TIME. You can find more information and a list of the documents you need on the website of the Belgian authorities:
https://dofi.ibz.be/sites/dvzoe/EN/Application-guides/Pages/Short_stay_for_tourism_purposes.aspx#the_supporting_documents_to_submit_when_applying_for_a_visa

Website with useful information about visa for Belgium: https://diplomatie.belgium.be/en/services/travel_to_belgium/visa_for_belgium

Insurance
Insurance
- Health Insurance
- Travel Insurance

Special remarks
As NMO we require health insurance and travel insurance. Both have to be arranged by the student in the home country, and a paper version has to be shown upon-arrival.
Health Documents
Documents
- Vaccination Card
- Tuberculosis Test
- HBsAb (only for projects in Antwerp and Hasselt)

Special remarks
Substitutions
Substitutions
- We prefer substitutions to cancellations
Deadline for substitutions (weeks)
4
Special remarks
A cancellation after the CA is sent will be considered as a used contract, unless otherwise agreed by the NORE. This is mostly due to already made costs and arrangements.

Cancellation due to a refused visa will NOT automatically be postponed, as we do not have this capacity. Check visa requirements in advance and start in time! The embassy can be very slow!

When the deadline for the AF is passed, without an agreement with the NORE, the contract can be cancelled.

Regarding substitutions after the CA has been sent: project, city and period need to remain the same.
Explore Link
Link to ExPlore Page
Special Remarks
You can find more information about Belgium and the Local Committees in our explore pages:

https://exchange.ifmsa.org/exchange/explore/nmo/17100
Validation Date
11/07/19
Date Last Update
14/07/19