Approval and application
First check your exchange programme type!
Different deadlines and procedures apply depending on whether you want to apply for destinations via a university-wide exchange programme, via a faculty exchange programme, or (if applicable) via a special exchange programme only for students on your study programme.
- For destinations via a university-wide exchange programme: follow the instructions and deadlines here below on the general tab.
- For destinations via a faculty exchange programmes, or via a special exchange programme only for students on your study programme: click on your faculty or study programme tab and follow the instructions and deadlines there.
University-wide exchange
Deadline
If you want to go abroad via a university-wide exchange programme in autumn 2024 or spring 2025, you can apply until 23:59 on 1 December 2023.
Note that different deadlines apply if you are going abroad via a faculty or study programme-specific exchange programme. See your faculty or study programme tab for details.
Apply on time
Make sure your application is complete on time. Late applications will not be considered.
Requirements
To apply for a university-wide exchange programme, you must meet the following requirements:
- You are registered as a student of Leiden University;
- You have obtained at least 60EC of your bachelor’s programme;
- Your average grade is 7 or higher*;
- You meet any additional requirements specified by your faculty or programme (these can be found under your faculty or programme tab).
*Exception: for the ISEP programme an average grade of 6.5 or higher is required.
Steps to take
After looking through all the options in the world map, draw up a list of (up to) ten universities where you would like to study, in order of preference. Remember that lots of students want to study abroad and places are limited, so it’s wise to select at least five universities.
Letter of motivation
Download the motivation letter template, complete it (200 to 300 words per selected university) and upload it in uSis:
Second semester as plan B
Are you applying for the first semester but could also go abroad in the second semester (or vice versa)? Mention this in your letter by ticking the checkbox with the text 'Yes, I wish to be considered for a different semester if I am not selected for my first choice of semester.' Please note that it is important to discuss this with your study adviser in advance to make sure your study programme permits exchange in the second semester.
Transcript: only for master, LUC & joint degree students, and university studies elsewhere
In your online application you will be asked to grant us permission to view your grades in uSis. You therefore do not need to upload a transcript except in the following cases:
- Master's student: if you are master's student, upload a copy of your (Leiden or other university) bachelor transcript with GPA.
- Leiden University College (LUC): if you are, or have been, studying at LUC, request an official transcript with GPA from the LUC course administration and upload it in your application.
- Joint degree: if you are following a joint degree at Leiden University and TU Delft, request an official TU Delft transcript with GPA and upload it in your application.
- University studies elsewhere: if you have also studied at a university other than Leiden University, upload your transcript with GPA from that institution.
- Log into uSis > click on the study abroad tile > select ‘I want to study at a partner university via an exchange programme’.
- Enter the requested data and upload the required documents.
- Select your (max. 10) exchange destinations* in order of preference.
- Submit your application.
*Want to go abroad via the ISEP programme? Select ISEP as one of your exchange destinations in uSis.
If you need further explanation, consult the Manual on applying for university-wide exchange via uSis.
You may only go on exchange with the approval of your study programme. Once you submit your application, the international exchange coordinator will ask your programme to confirm its approval.
Note that the selection procedure has changed! See explanation below.
For further details and background, see University-wide exchange - Multi-stage draw.
Once your programme confirms its approval, we will check you meet the eligibility requirements. We will also review your letter of motivation to make sure your study abroad plans are realistic and achievable and your choice of universities is well considered. If we have serious doubts, we may contact you to discuss your plans.
You will then be included in the selection process. For university-wide exchange, selection takes place via a multi-stage draw.
Multi-stage draw
- If there are sufficient places available for all applicants at your first choice of destination, you will be placed there.
- If there are insufficient places, you will be included in a group according to your current GPA:
- Group A: GPA 8.51 – 10.00
- Group B: GPA 8.00 – 8.50
- Group C: GPA 7.51 – 7.99
- Group D: GPA 7.00 – 7.50
- Group E: GPA 6.50 – 6.99 (ISEP applicants only)
- Students in group A will be allocated a random ranking number via an automated programme.
- Starting with ranking number one, we will check if we can place the student at their first choice of destination. If not, we will try to place them at their second choice, then their third and so on. The same will be done for all students in group A in order of ranking number.
- We will then repeat the same process for groups B through to E, in that order.
If you are offered a place, you will be invited to log into the study abroad portal to view the details of the offered place. Make sure to read all the information and conditions of the offer carefully.
In the unfortunate event you cannot be placed at any of your chosen destinations, you will be invited to take part in a second selection round for the remaining available places.
If you have been offered a place, you must accept or decline it within 7 days in the uSis study abroad portal. If you do not accept the offer on time, it will be withdrawn. When accepting your place, you must agree to the Regulations on Studying Abroad. Be prepared and read these in advance. If you have any questions about the regulations, contact your international exchange coordinator.
Once you accept your place, Leiden University will nominate you to your host institution. You will then receive instructions on how and when to submit your application to your host institution, either from your international exchange coordinator or directly from the host itself.
Approval
Study Programme Approval
Before applying for an exchange, you must inform your study advisor about your plans and make sure you get approval for an exchange. This doesn’t have to be official approval from the Board of Examiners yet.
Requirements
To apply for a faculty exchange programme, you must meet the following requirements:
- You are registered as a student at the Faculty of Science at Leiden University before and during your exchange;
- Your study programme agrees with your plans to study abroad;
- You have passed all first year courses (propedeuse);
- You are a nominal student; and
- You preferably have a GPA of 7.0 or higher.
Students with a lower GPA may apply, but your application will be discussed with the study advisor and you may not be eligible for all partner universities.
Application
First check your exchange programme type. The information and dates below apply to the Faculty exchange programme. For information on the University-wide exchange programme, please check the ‘General’ tab.
Deadline
If you want to go abroad in Fall 2025 and/or Spring 2026, you can apply until 23:59 hrs on 1 February 2025 in our online application system (see instructions below).
Apply on Time
Your application will not be considered if it is submitted after the abovementioned deadline. However, if you are an MSc student looking to go abroad in the spring semester, you can contact the Science International Office after the deadline to discuss your options.
Application Documents
Please upload the following documents with your application:
- A motivation letter in which you explain your motivation for your top choice or your top 3 choices.
- A study plan: an overview of courses that you would like to follow at your top 3 choices.
- If applicable, proof of sufficient knowledge of the language of instruction (other than English).
- LST students are required to upload an official TU Delft Transcript of Records, which includes their GPA.
Find more information on the requirements for each of these documents under ‘Steps to Take’, below.
Steps to Take
You may only go on exchange with the approval of your study programme. Inform your study advisor about your plans and make sure you get approval for an exchange. Once you submit your application, the international exchange coordinator will ask your study programme to confirm its approval.
After looking through all the options in the world map, draw up a list of (up to) 3 universities where you would like to study, in order of preference. Please note that submitting fewer will not increase your placement odds. Please do not submit more than 3 choices – if we cannot place you within your top 3, we will contact you with alternatives.
Letter of Motivation
Write your letter of motivation. There is no template for the faculty exchange programme, you may format your letter as a standard letter of motivation. You may explain your motivation for your top choice or your top 3 choices. Please stick to one A4-page!
Your letter should include:
- Your name and study programme
- Academic motivation
- Why do you want to study at your host university? What area of study will you be pursuing? What courses at the partner university align with this?
- How does an exchange fit into your programme at Leiden University? Will this be during your minor period, or, for example, extra-curricular?
- For non-English speaking destinations: why is your Italian / French / German / Spanish sufficient to take courses at university-level abroad?
- Personal motivation
- Why do you want to go on exchange? What are the (non-academic) reasons for choosing this particular university / city / country?
Second Semester as Plan B
Are you applying for the first semester, but can you also go abroad in the second semester (or vice versa)? Mention in your letter that you wish to be considered for a different semester if you are not selected for your first choice of semester. Please note that it is important to discuss this with your study advisor in advance to make sure your study programme permits going on exchange in the second semester.
Study Plan
Make a (prospective) study plan in which you outline which courses you would like to follow at your top 3 choices. This is not a final study plan, but an indication of your interests. You do not need to include the complete overview of courses in the main text of your motivation letter. You may upload the study plan as a separate document, or add this to your motivation letter document, after your main text.
We ask that you make a study plan to be sure an exchange fits into your study programme. Are enough courses available in your field of interest, at your study level, and in a language you speak? Consider which compulsory courses you still need to complete in Leiden, how semester dates align and when exams are scheduled.
Transcript
In your online application you will be asked to grant us permission to view your grades in uSis. You therefore do not need to upload a transcript except in the following cases:
- Leiden University College (LUC): if you are, or have been, studying at LUC, request an official transcript with GPA from the LUC course administration and upload it in your application.
- Joint degree: if you do a joint degree at Leiden University and TU Delft, request an official TU Delft Transcript of Records with GPA via your Faculty’s Service Desk and upload it in your application.
- University studies elsewhere: if you have also studied at a university other than Leiden University, upload your transcript with GPA from that institution.
- Log into uSis > click on the Study Abroad tile > select ‘I want to study at a partner university via an exchange programme’.
- Enter the requested data and upload the required documents. Be sure to select the academic year in which you will be going on exchange, not the current academic year.
- Select your (max. 3) exchange destinations in order of preference.
- Submit your application.
If you need further explanation, consult the manual on applying for faculty-wide exchange via uSis.
Once your programme confirms its approval you will be included in the selection process. You will be notified of the results by email. Be sure to check your uMail! If you are offered a place, you will be invited to log into the study abroad portal to view the details of the offer. Make sure to read all the information and conditions of the offer carefully.
If you are not offered a place, the Science International Office will be in touch with you to discuss further possibilities.
If you have been offered a place, you must accept or decline this place within 7 days in the uSis study abroad portal. If you do not accept this offer on time, it will be withdrawn. When accepting your place, you must agree to the Regulations on Studying Abroad. Be prepared and read these in advance. If you have any questions about the regulations, contact your International Exchange Coordinator.
Once you accept your place, Leiden University will nominate you to the partner university. The partner university will then reach out with instructions on how and when to submit your application to their institution. You are responsible for completing your application on time! Find more information on the ‘To arrange before departure’ page.