Attention: the FAQs are regularly updated. If you have any doubts about something, read them again.
FOR EVERYONE ON CAMPUS
How do we counter the 4th wave in the Covid pandemic?
We started the new academic year in code green. This means that we are in the same condition as we were in before the Covid19 pandemic. But the infection figures are not evolving well at all. Therefore, on November 17, the government took new measures. Fortunately, these do not have a major impact on higher education. Yet we also want to do our part in fighting the pandemic.
Below is a brief overview of the new measures. If you want to know more, read under the keyword in the FAQ.
Mouth mask obligation
From now on it's obliged to wear a mouth mask in all buildings of LUCA, even when it's possible to keep a distance of one and a half meters. The only exception is when the (artistic) activity does not allow to do so. During the education and examination activities, students always wear mouth masks. If they can keep enough distance, teachers can take off the mouth mask while they are teaching.
Outside the buildings on campus, you wear a mouth mask if you are with many people and cannot keep the social distance while doing so.
When eating and drinking, the mask can of course be removed, but even then please keep 1.5 meters distance.
The Government again demands telework for 4 days a week until December 12, thereafter for 3 days a week.
Covid Safe Ticket
The government is imposing the Covid Safe Ticket (CST) at events and in the hospitality sector. She asks for a CST Plus whenever possible, especially an additional measure such as the mouth mask or a self-test. For all LUCA events, we combine the CST with the wearing of a mouth mask. For small events with only staff, the CST is not necessary, but a mask is always used. If in doubt, please contact our HSE consultant, Pieter De Smedt, in advance (firstname.lastname@example.org).
This is in addition to the basic rules that remain unchanged:
- Respect the social distance and keep a distance of 150 cm from other people.
- Wash and disinfect your hands regularly. LUCA provides the necessary products for this.
- When you leave your workplace, we ask you to disinfect any tabletops and chairs with the products available.
- Open the windows (and doors) where and when possible so that the premises are properly ventilated. LUCA provides LUCA mobile CO2 meters that can be borrowed by staff members through the lending services or reception areas to monitor air quality.
- If you feel sick, stay home. Contact a doctor or use the form and get tested if necessary.
- Have you had an at-risk contact? Do a self-test, follow the instructions of the contact tracing and of your treating doctor. General guidelines can be found here
- Events such as performances, exhibitions, film screenings remain possible. But for activities with external visitors, a Covid-Safe ticket and mouth mask is always required.
Be careful if you study or work on one of the Brussels campuses!
Due to the lower vaccination coverage in the Brussels region, some specific measures still apply in Brussels:
- In the cafeterias, a maximum of 8 people may sit at the same table.
- Contact tracing is preserved
What if the government changes the rules?
We will of course apply them. We closely monitor the decisions of the government and we examine what that means for us. We always communicate about this as soon as possible.
Read more in the FAQ's
Do I have to wear a mouth mask on campus?
There is a general mouth mask obligation. As of November 18, you have to wear a mouth mask in all LUCA buildings, even if you can keep a distance of one and a half meters unless the (artistic) activity does not allow it.
During education and exam activities, students always keep the mouth mask on. Teachers can remove the mask while teaching if they can maintain the social distance.
If you are at your work or meeting place, you can maintain enough distance and there is sufficient ventilation, the mask may be removed, but please wear it every time you move.
Outside on campus, you wear a mask if you are with many people and cannot keep a distance.
Do I have to respect the social distance?
Yes, make sure that you always keep a distance of 150 cm from other people.
Should I continue to follow hand hygiene?
We recommend that you wash and disinfect your hands regularly. That is why LUCA makes hand gel available at the entrances of the campuses and in places where many people come together.
How do we use the cafeterias?
The cafeterias can be used again for all campuses. Please note: in Brussels, there is a limitation of 8 people per table. On all other campuses, the number of seats per table is unlimited and the social distance must not be respected.
Can we organize events on campus again?
Yes, you can. The government does impose the use of the Covid Safe Ticket (CST) at events and in the hospitality sector. It also requests a CST Plus, an extension with an additional precautionary measure, whenever possible. LUCA asks that for all events the CST be combined with the use of a mouth mask. For small events where only staff are present, the CST is not necessary, but a mouth mask is worn. In case of doubt, contact can be made with our HSE consultant, Pieter De Smedt. (email@example.com)
Are you infected or ill?
If you show symptoms of a corona infection, be sure to stay home. Contact your doctor or fill in the questionnaire. If you test positive, you must of course follow the guidelines regarding quarantine and/or COVID testing (these differ depending on your vaccination status). In case of a positive test, report this to LUCA:
For students via: https://associatie.kuleuven.be/diensten/informatie/corona/luca
- in Flanders: we no longer organize active contact tracing, but the reports are registered and followed up to take appropriate measures if necessary. It is therefore important that in the event of an infection you pass on the names of any close contacts on campus to the Flemish Contact tracing.
- in Brussels: the VGM Department will contact you by telephone.
In order not to lose any time, we ask that you complete the Idewe report form as an employee.
Idewe is our external service for prevention and protection at work. Their occupational physicians follow up on these reports in detail and will contact you by telephone. The conclusion of their analysis is provided, in all discretion, to our VGM Department (which, if necessary, will consult with the management/supervisor to take additional measures). To fill in the form, you can use the following information: customer (LUCA School of Arts), KBO number (0456.758.944) and Email (firstname.lastname@example.org).
Why use a CO2 meter?
Good air quality in the classrooms is essential. Regular ventilation of the classes is therefore necessary. If you have doubts or questions about the effectiveness or when it is best to ventilate, you can certainly borrow a CO2 meter from the lending service or the reception desk on campus.
Where can I borrow a CO2 meter?
To monitor the air quality, LUCA makes several mobile CO2 meters available on each campus. Staff members can borrow these from the lending services or the reception of their campus.
Why do you need to ventilate and ventilate sufficiently?
Providing fresh air is an efficient way to reduce the risk of contagion from an infectious disease. The air currents prevent micro-droplets from spreading and staying in the air. Fresh air is necessary, even without the risk of contamination, to keep the indoor air healthy and thus to maintain optimal teaching comfort for students and staff.
Know that a CO2 measurement is a surrogate measurement that, if performed correctly, is primarily a measure of air exchange and not the number of microdroplets.
Which action do I take with which colour?
- Green: the ventilation and air exchange are sufficient. Provide ventilation to maintain this.
- Yellow: additional ventilation is recommended, leave windows and/or doors at least slightly ajar, preferably if possible (diagonally) opposite each other.
- Red: maximum ventilation is necessary to return to at least level yellow as quickly as possible. If you do not achieve this, despite maximum ventilation, you inform the campus manager.
It is always advisable to ventilate in good time, before the start of the lesson, to remain in optimal conditions (green), so that more drastic actions with a possible negative influence on the course of the lesson are not necessary. We also recommend that, if a break is taken, ventilate the room as much as possible by, for example, opening windows and doors.
Impact deferred 2021 graduation dates for admission applications
Covid-19 has largely disturbed the final exams and evaluation periods of schools and universities all over the world. We understand this also may influence your initial graduation date or delay the expected issuing date of your high school or university diploma/Transcript of records. Every case will be evaluated individually and with a flexible approach to a certain extent.
English language tests in 2021 for admission applications
Same with many suspended on-site English language tests. At-home testing and other alternative testing methods offered by the recognized centres during the COVID-19 pandemic will also be accepted for the 2021-2022 intake. Besides the usual English language tests, we will also accept online alternatives that are currently offered by TOEFL iBT Special Home Edition and the IELTS Indicator. Also, the ACT Test is accepted as an alternative.
Late or delayed arrival into the 2021-2022 academic year
The LUCA Educational Board has decided on July 5th 2021 that international students who cannot make it in time to Belgium due to visa issuing delays or travel restrictions for high-risk countries can physically join the programme by November 3th 2021 at the latest. Before this date programmes will do their utmost to provide streaming/recording of courses or offer blended/online learning and teaching to a certain extend. Depending on the epidemical situation in the course of August and September the degree programmes will try to anticipate as much as possible to a switch from physical to blended/online mode when necessary. More information will be available in due course. If you still have questions, please contact the international coordinator at the campus where you are studying: https://www.luca-arts.be/en/international-officers
Defer of your admission from 2021-2022 to the 2022-2023 academic year
Students who opt to defer their admissions to the 2022-2023 academic year due to Covid-19 circumstances have to take into account the following:
- Students who have passed one of the mandatory artistic aptitude tests or master assessments and who were admitted to the 2021-2022 academic year are allowed to defer to 2021-2022 without passing the artistic aptitude test again. The test result is valid for two consecutive years: 2021-2022 and 2022-2023 as well, but its validity may expire if you change programme, graduation tracks or specialization. Please contact email@example.com for further inquiries.
- If you decide to defer for the 2021-2022 academic year after payment of the tuition fee, please check the requirements in our cancelling and refund regulation for 2021-2022.
What if the government changes the rules?
We will of course apply them. We closely monitor the decisions of the government and we examine what that means for us. We always communicate about this as soon as possible.
TRAVEL & VISA
Travel - Current principles
From EU countries and countries of the Schengen Area, all travel to Belgium can take place.
From non-EU countries or countries outside the Schengen Area, only essential travel can take place. Students travelling to LUCA School of Arts from abroad are considered essential. Depending on vaccination status and country of origin, a prospective student will have to go into quarantine and undergo mandatory PCR testing. Since federal travel policies change frequently, it is recommended that you continue to monitor the relevant information about travels on the government websites to know if quarantine and testing are required in your case. The Passenger Locator Form must always be completed.
However, a major exception to the principle of essential travel for study purposes are a number of non-EU/non-Schengen countries where a travel ban applies (see also: Check the government website for the most up-to-date list of countries where a travel ban applies.). These countries are classified as potentially ‘very high risk’ countries. Students from these countries are currently not permitted to travel to Belgium, unless they are already residents or have Belgian nationality. The principle of essential travel does not apply here. The government website shows the most up-to-date list of countries where a travel ban applies. The Belgian government has not yet announced how long the travel ban will be applied.
We advise you to frequently consult the government website and the list of ‘high-risk countries’ before booking your travel tickets. We hope that travel conditions will normalize as soon as possible and we will monitor the governmental restrictions regularly. More information about travelling to Belgium via the Info-Coronavirus website
The Belgian government issued a travel ban for several high-risk countries. Can I still travel to Belgium from these countries?
The travel ban states that it is forbidden for people who have been on the territory of countries classified as very high risk at any time during the past 14 days to travel, either directly or indirectly, to Belgian territory. People having their main residency in Belgium or people holding Belgian nationality can still return to Belgium, but we expect this will be difficult due to a decreasing number of flights. In all other situations, it is not allowed to travel to Belgium for study or work purposes. If this travel ban applies to you, inform us asap.
Please take into account that travels between certain non-European ‘high risk’ countries and Belgium/ Schengen countries may not yet be possible or imposed further travel restrictions. The government website shows the most up-to-date list of countries where a travel ban applies. Visa activities may be temporarily suspended and will resume after an unlimited period. Also, the number of flights to Belgium may be limited. Contact the Belgian Embassy or Consulate in your home country to get the last visa application instructions, but also about their scheduled re-start of their activities: https://diplomatie.belgium.be/en/services/embassies_and_consulates.
Visa and border regulations may always change at very short notice.
More information about visas: https://www.luca-arts.be/en/visa-and-residence-permits and https://diplomatie.belgium.be/en/services/travel_to_belgium/studying_in_belgium.
Upon entry in Belgium, every student travelling from outside Belgium has to complete the Public Health Passenger Locator Form.
QUARANTINE & SELF-ISOLATION
How does the quarantine after arrival in Belgium work?
The quarantine implies that you stay indoors for several days at the address you entered on the Public Health Passenger Locator Form. The number of days depends on your vaccination status and your country of origin. Check the government website for more information. Please go to this address as soon as possible after arriving in Belgium. During the quarantine, you can stay in your student room, guest house or permanent accommodation. During this period you should avoid contact with other people (i.e. keep a distance of 1.5 metres):
- It is forbidden to be physically present at social and work-related activities or school activities.
- Towels, bed linen and kitchen utensils must not be shared with housemates. If possible, you should use a separate bathroom and toilet. Make realistic agreements with your landlord and housemates.
- It is not allowed to have guests over.
- Public transport should be avoided unless you cannot find a safer alternative to reach your location of self-isolation when arriving in Belgium. It is mandatory to wear a face mask at all times.
- You must remain available to the health authorities throughout the entire period of self-isolation.
- Only in the cases listed below can you deviate from this period of self-isolation. If you leave your place of residence in these cases, wearing a face mask is compulsory at all times:
- medical care;
- buying food and medicine if there is nobody who can help you with this;
- arranging legal and financial matters;
- changing accommodation
Can I change accommodation during the period of self-isolation?
You are allowed to move to a different accommodation during the period of self-isolation, but you have to know beforehand at which location(s) you will reside for the whole 14-day-period. Once you’ve moved, you are expected to submit a new Passenger Locator Form. While moving, you still have to maintain physical distance from others and avoid contact as much as possible so you cannot ask friends to come and help you move.
Where can I get tested on Covid 19?
I come from a country other than Belgium. Where can I get vaccinated and do I need to do this?
Yes, if you are not (fully) vaccinated upon arrival, we urge you to do so. Contact the International Office to ask for a ‘BIS – number which you need to present along with your passport at the vaccination centre or vaccination bus.
You can get vaccinated in Brussels: on the 26th of October in the vaccibus – Groenstraat 162 (back of campus Sint – Lukas) from 10 – 18 o’clock. Or somewhere else in Brussels: https://coronavirus.brussels/en/home-2/
You can get vaccinated in Ghent: https://stad.gent/nl/alles-over-corona-gent/vaccinatie-tegen-corona
You can get vaccinated in Leuven: https://leuven.be/en/vaccinatie
You can get vaccinated in Genk: https://www.genk.be/laatjevaccineren (click on "Get vaccinated - andere talen- other languages"
HYGIENE & HEALTH
I feel sick after my arrival to Belgium, what should I do?
If you are sick or you show mild symptoms of illness, please definitely stay at home. Under no circumstances will you come to campus. If you do come and you are diagnosed with a fever, cough, etc., you will be refused access to the campus.
Where can I get tested on Covid 19?
Free testing for incoming international students and staff
You may need to get tested on day seven after arriving in Belgium.
Are you a student at KU Leuven, UCLL, Vlerick Business School or LUCA School of Arts and are you currently staying in Leuven? Then you can come to the KU Leuven test centre in Leuven, without a referral or CPT code.
If you are not a student in Leuven and you need a test, contact a GP as soon as possible after your arrival to book a test. Information on how to book an appointment with a GP can be found on the healthcare webpages of StuVoLUCA.
Do not go to the emergency department or one of the local test centres on your own initiative. Unless you have a CPC code, you always need a referral from a GP for a COVID-19 test.
What is a self-test?
A self-test is an antigen test. Antigen-tests measure the presence of certain proteins and should not be analyzed in a lab. They can be performed and read immediately, making the result available quickly (usually after 15 minutes). A self-test is less reliable than a PCR test. Therefore, it is essential to continue to respect all basic measures (distance, mouth mask, hand hygiene).
Why test for Covid19?
Self-tests are especially useful to know whether you can go to campus without risking others. They are not actually intended for you to ensure that you are not infected. So it makes no sense to test yourself if you telecommute every day.
Are self-tests mandatory?
The use of self-tests is always voluntary and can never be made compulsory by LUCA School of Arts..
How do I use the self-test?
You can watch an instructional video here.
I test positive on the self-test. Is a PCR test still necessary?
By using the offered self-tests, if a self-test is positive, you also agree to the following agreements:
- You go into isolation immediately
- You contact your doctor immediately for a PCR test. The result of the PCR test determines whether you are actually infected or not.
How do I save the self-test?
You can store the self-tests at room temperature and in a dark place, but never in the fridge or freezer.
When is a self-test not useful?
Self-tests are used to screen preventively. This means that you can only use the tests if you:
- shows no symptoms
- are not identified as high-risk contact.
Self-tests are also not used when returning from a red zone or during a procedure for a suspected cluster infection. Individuals who have recently overcome a confirmed COVID-19 infection have produced antibodies against the virus and are considered sufficiently protected against a new infection for 90 days. In this case, having preventive testing also has little added value.
For employees who have already been partially or fully vaccinated, the use of a self-test is less useful, but its use is not recommended.
How do I get a self-test?
The self-tests can be picked up at the reception after approval from the campus manager. This will be further specified with the campus managers.
Information about health support, health insurance, student doctors and extra information about corona measures (self-isolation arrangements, Covid-19 testing,…): https://www.luca-arts.be/nl/student-support-services#heath_care_
FOR LUCA STUDENTS GOING ABROAD
Am I allowed to go abroad for my studies?
Our travel policy allows travelling to countries within the EEA, the UK and Switzerland. An exception can be made for dark red coloured zones and areas with a high circulation of ‘variants of concern’, as indicated by the European Center for Disease Prevention and Control.
For all trips to countries outside the EEA, UK and Switzerland LUCA takes into account the travel policy of KU Leuven: https://www.kuleuven.be/global/travelpolicy/index . The Committee on Higher Risk Destinations provides a list of countries that is based on a number of criteria. The list is updated every two weeks and only includes destinations to which KU Leuven students or staff are travelling or intend to travel. If your destination is not on the list, LUCA will present your mobility request to the KU Leuven Committee on Higher-Risk Destinations for further risk analysis. It will decide based on the essential nature of the trip, the epidemiological situation in the country as well as the regulations in force and the general safety situation.
This policy will apply until further notice, but will also evolve in tandem with the epidemiological situation across the world.
Before your departure the colour of your destination will be regularly checked. If the zone of your destination turns dark-red before departure, a travel advice decision will be taken in compliance with the procedure described above. If you stay in a zone that turns dark-red while being there, you will be contacted regularly by LUCA. We decide on a possible return to Belgium in consultation with you and the partner school.
Do I need a certificate to travel freely within the EU?
The Belgian authorities deliver a digital COVID certificate, that allows free travel within the EU as of July 1st 2021, based on
- COVID vaccination records: each EU member chooses if and how long you should be fully vaccinated
- A proof of past COVID infection, by a positive PCR test result: each EU member chooses how long this is valid
- A negative COVID PCR test result: each EU member chooses how recent this should be
Keep in mind that each state can apply additional measures. Please find specific regulations per EU member state at Reopen Europe.
Note that the KU Leuven/LUCA travel policy still stipulates that study- or work-related travel to dark red EU-regions or regions with a high circulation of ‘variants of concern’ is not allowed regardless of whether you have a COVID certificate or not.
Testing at your own request and expense (LUCA students going abroad)
Are you travelling to a country that requires a negative test result? Please check the following procedure on the FAQ of KU Leuven.
Do I have to work from home?
The government decided to make telework mandatory again for 4 days a week. This is until December 12. As of December 13, teleworking will become obligatory for 3 days per week. This is only for positions where working from home is possible.
This decision is in line with the reality at LUCA where departments with non-location-related activities already often meet one or sometimes two days a week. These arrangements may be able to be maintained or possibly adjusted in consultation with the supervisor and colleagues.
A further spread of telework is not very realistic due to the activities resulting from education in 'code green'. Therefore, the occupancy will not be reduced either.
Can I go on a business trip for LUCA School of Arts?
As a staff member to individually go on a study trip and participate in conferences, events, workshops, etc. is possible. The same travel policy as for students are being applied.
In the run-up to your business trip, we check the colour of the region to which you wish to travel. Note that the KU Leuven travel policy still stipulates that work-related travel to dark red EU regions or regions with a high circulation of ‘variants of concern’ is not allowed regardless of whether you have a COVID certificate or not.
Before your departure, the colour of your destination will be checked. If the country or zone of your destination abroad turns red before departure, a travel advice decision will be taken in compliance with the following procedure (Sharepoint).
If the trip can continue, please don’t forget to register in the LUCA travel log to be in order with the travel insurance policy of LUCA: https://sharepoint.luca-arts.be/Verzekeringen/SitePages/Reisregister.aspx .
What if I am not fully vaccinated before I travel abroad?
Most of the COVID-19 vaccines that are used in our country offer the best protection after two doses. If you have received only one dose before your departure, it might be possible to return to Belgium for your second dose, depending on your destination. If this is not an option, because of your location or other practical problems, you should contact your host institution to work out what the possibilities are for local vaccination. Many countries will also vaccinate incoming students, and in some countries, universities will vaccinate their students themselves. In any case, we strongly recommend accepting the first dose of a vaccine, since this already offers significant protection. If you’re travelling abroad for a longer stay, it is worth considering delaying your leave until you are fully vaccinated.
You will find more information about the vaccination of Belgians abroad on this government website.
Is incoming personnel mobility of guest speakers, guest lecturers, ... possible?
Incoming staff mobility for educational activities is possible. In most cases, a Public Health Passenger Locator Form needs to be completed within 48 hours before arrival in Belgium.
Testing and quarantine measures are dependent on your vaccination status and country of origin. Since Belgian travel policies change frequently, it is recommended that you continue to monitor the relevant information on the government websites. LUCA asks incoming staff to follow these measures carefully and not to expose your colleagues or fellow students to unnecessary risk of infection.
Do you have any questions about the impact of the virus on your education? Send an email to firstname.lastname@example.org
Main sources of information:
- KU Leuven Frequently Asked Questions: https://www.kuleuven.be/coronavirus/english/FAQ
- Info-Coronavirus website: https://www.info-coronavirus.be/en/
- Federale Overheidsdienst Volksgezondheid
- Wereldgezondheidsorganisatie (global epidemiologic information)
- European Centre for Disease Prevention and Control (epidemiologic information voor Europe)
- Instituut voor Tropische Geneeskunde (general information for travellers)
- Ministerie van Buitenlandse zaken (travel advice)
- Sciensano (Belgian government guidelines for dealing with infected persons)