Exchange Conditions Score of Belgium (BeMSA)

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.

• 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.

• Enough surgical or FFP2 masks (can also be bought in Belgium after arrival). 
• 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 :)

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.

COVID-19 specific

For the general COVID measures in Belgium, please check the following website: LINK. As an incoming, we expect you to follow the same measures set by the Belgian authorities. 

When traveling to Belgium, you need to fill in a sworn statement, explaining why your travel to Belgium is essential. The exchange team is ready to help you if you have questions about this. 

For each specific country, you can find the travel recommendations from the Belgian government here. This page is only available in French and Dutch, in case you need translation of parts do not hesitate to contact us. These exchange conditions will be a brief summary of the key points.

https://www.info-coronavirus.be/en/travels/ 

If you are traveling from a red zone, you will receive a message at the airport to be tested on day 1 and day 7 and during this period, you will have to be quarantined. You can find which zones are considered high-risk (red) on this page. The negative test upon arrival counts as a test for day 1. In case someone tests positive on day 7, the person needs to go in self-isolation for 10 days and this will also be the responsibility of the student itself. However, your contact person will help search a hotel or Airbnb for quarantine or self-isolation. In case you are traveling from a red zone, you need to be here 7 days before the start of your exchange. In order to obtain a certificate, 80% of the working days need to be completed and being in quarantine or self-isolation will not count in these working days. 

This information can be found in a handy flowchart over here.

During this period of quarantine, accommodation is the responsibility of the incoming student and so are all the other costs involved, such as testing. 

The following costs will not be covered by BeMSA: 

• COVID-19 PCR fee

• COVID-19 vaccination fee

• Boarding & lodging fees before the start of the exchange

• Quarantine costs (if any)

• COVID-19 treatment in case of infection 

We understand that these changes might raise the barrier for your exchange, but as the exchange team in BeMSA we will do our best to provide you an amazing experience. In case the measures change after you receive your CA, we will communicate this on the NEO server. 

Hope to meet you soon and share some Belgian waffles, beers and chocolates with you. 

• 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.

• 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)

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