The latest news ULB's measures regarding the Covid-19 pandemic

VERSION FRANCAISE

In the context of this health crisis, ULB follows the instructions of the National Security Council and invites all members of the university community to follow these instructions in a scrupulous and responsible manner. Remote learning and teleworking are, therefore, to this day, the ground rule for the functioning of our University.
 

 ► Check out the latest updates

► Contacts for the University community

 

 

Institutional communication

Communication is exclusively managed via the central institutional communication channels: institutional emails, ULB website, ULB social networks. Staff members and students are requested to follow the situation and its evolution by connecting to these communication channels. ULB faculties, departments and services are to only share centrally-managed communication messages and not to reformulate it on their side.
 

Get in touch with ULB services

Please communicate by way of an email. 
Use the search tool, 'directory' option to find your correspondent.
 

More information on Covid-19

 

Travelling abroad and returning to Belgium


The Ministry for Foreign Affairs has introduced a colour-coding system for travel abroad, both for departures to these countries and for returns to Belgium.

European countries are classified into three colour codes
In several countries, the colour codes vary according to certain regions. For any trip, it is in any case recommended consulting the travel advice, as the colour codes only serve to simplify the message, and therefore cannot reflect the complexity of the situation in each country.
 

Going abroad

 

Returning to Belgium

 
  • Green: no quarantine
  • Orange: quarantine recommended
  • Red: mandatory quarantine

  


If you return to Belgium after August 1st, regardless of the means of transportation (car, train, plane, etc.), it is compulsory you fill in the Passenger Locator Form

The university will not resort to temporary unemployment should an employee be put in quarantine upon their return to Belgium from an orange or red-labelled zone. The university encourages all its personnel to give priority to everyone's safety and ensures that salaries will be paid during an eventual quarantine. 

In the event that quarantine is imposed or recommended, we ask you to communicate transparently with your superiors. Teleworking shall be implemented as far as possible.

If teleworking is not possible, your hierarchy will inform the Human Resources Department. Note, however, that this circumstance will have no impact on your administrative and financial situation, as the university has decided not to start temporary unemployment in case of quarantine for up to 15 days.

 

Study rooms

 

Work and study spaces are available for ULB students in the libraries. Due to the health measures in force, the number of places is reduced.
If you wish, you can book a seat following the procedures described on this page: https://bib.ulb.be/fr/services/reservation.


 

Exams

  • The University authorities have decided that the first and second session evaluations will be taken remotely. Students can find a document to help you better prepare here
  • Each class syllabus and its related exam content are currently being reassessed by your professors bearing, at all times, the exceptional circumstances in mind.
  • The exams procedure run-through can be found on this webpage
  • The evaluation schedule and procedures are provided through MonULB; some teachers may also share information using their regular channels, including the Virtual University. We, therefore, encourage you to check your inbox regularly.
  • University-supported tools—namely Teams and the Virtual University—will enable you to sit your oral and written exams. In order to ensure you do not experience any technical problems, instructions were sent by e-mail and through MonULB, in order for you to connect to the platforms by May 4; a specific helpdesk will be set up to provide any support you might need. It is essential that you sign in and follow the proper procedure!
  • ULB will set up rooms dedicated to remote exams, for students whose home environment does not allow them to sit exams. These rooms will not offer more services than what is available at home: tables, chairs and Wi-Fi signal, so that you may sit exams using your own computer. This resource will be offered only to students who absolutely need it; you must contact us in advance to book an exam room. A registration form is available on MonULB.
  • Students who do not own or have access to a computer should not hesitate to contact us: we have already loaned a number of computers to students in need! The Student Welfare Office can be reached at sse@ulb.be.
  • It will be possible to hold both remote and face-to-face MA and PhD theses vivas.


Examinations in a classroom made available by ULB

The registration period to be granted access to a room to take your exams is now over. Indeed, a letter was sent to you on April 30th as well as a monULB app notification. 
These rooms will only be accessible to those who have registered before May 4th at 8 pm.
 
However, if your personal situation has changed or if you are facing an unforeseen emergency (internet connection cut off, construction work has begun nearby, forced relocation, etc.), you can send an email to: Salles.Examens@ulb.be.
Your request will be analyzed with great sympathy as soon as possible.

 

Do you need technical assistance during your exams?

Contact the hotline on +32 2 585 53 52 from 08:00 to 20:00. Don't forget to have your student card at hand.
During the examination period, a hotline will be available for students who are having trouble accessing the examination platform (Teams for oral exams, Virtual University 2 for written exams).

This hotline is available from Monday to Saturday from 08:00 to 20:00 (21:00 depending on the exam schedule). All students and teachers are invited to test their connection to these platforms before the beginning of the exam session, with the equipment they will use during the session. Should you not have completed these tests, the hotline will not be able to help you as effectively as expected. You will find all the practical instructions relating to these connections here.

If you are unable to use your testing setup right before or during your exam, please call +32 2 585 53 52.

You will be asked to provide the following information:

  • Surname, first name, netID, personnel number, quality/relationship with ULB (students, teacher, other)
  • Number (mnemonic) of the course in question, title, name of the professor
  • A phone number where we can call you back if necessary

You may also be asked to provide other information depending on the problem you are experiencing. Note that, in order for us to assist you as efficiently as possible, the operator you will have online may require to take control of your machine remotely. If you consent, you will be asked to run an application according to the operator's instructions.

If in spite of your best efforts, you are unable to submit your exam, the hotline will notify the academic authorities, who will make the necessary arrangements and keep you informed. At any time, you can also check the state of online platforms for your exams on this page.
 

Libraries

The libraries and direct access to the collections are reopened but are subject to specific conditions:

  • the number of available seats is reduced and booking system is implemented. For more information: https://bib.ulb.be/fr/services/reservation
  • the opening hours have been adapted. For more information: https://bib.ulb.be/fr/services/horaires
  • the observance of special health instructions is essential. For more information: https://bib.ulb.be/fr/actualites/coronavirus

Home loans, on-site document consultation and on-demand digitization services are reinstated to their usual terms and conditions. The "Click and Collect" system has been discontinued.

Other resources and services (remote access to electronic resources, online support and help) will remain unchanged.

For the concrete and precise details of these measures, consult the libraries website's regular updates.
 

Please note: the architecture library remains closed for renovation until the beginning of September. For more information about the possibilities of borrowing books, please consult the dedicated page.
   

Psychological support for students

The Mental Health Service at ULB (SSM-ULB) currently remains open and organises stand-by duty for crisis situations and the follow-up of its patients, on its 3 sites (Psycampus, La Plaine, the Guidance centre).  The SSM-ULB gives priority to tele/video consultations but will meet with patients if the situation requires it and if a meeting seems to be able to provide adequate and sufficient help.

Students can contact the SSM-ULB from Monday to Friday between 9 am and 5 pm by phone or email ONLY:
 
At Psycampus :

02/650 20 25, psycampus@ssmulb.be
Av A Buyl 127, 1050 Ixelles

At la Plaine :

02/650 59 26,  laplaine@ssmulb.be
Campus de la Plaine, blvd du Triomphe, Accès n°2, bâtiment HB, 1050 - Bruxelles

At the centre de Guidance :

02/503 15 56, centredeguidance@ssmulb.be
Rue Haute, 293, 1000 – Bruxelles

 

Help from the Student Social Service (SSE)

  • The Student Social Service can be requested by any student of the University facing financial, family, legal and/or administrative problems. The SSE has precise and varied information that the student will be able to use in the best possible way to organise his or her life during the period of study. It can also grant a whole range of social assistance.
  • In the current situation, you may be experiencing exceptional financial problems. If this is the case, do not hesitate to contact the Student Social Services Department by e-mail at sse@ulb.be.)
  • More information on the ULB website or via sse@ulb.be.
 

Rent and accommodation

  • If you are normally staying in one of ULB's residences and have left it to live elsewhere during the confinement: ULB will not levy the charges due for the months of quarantine, i.e. April, May and maximum June (i.e. 3 x 38 €).
  • If you have not left your place, whether in one of ULB's residences or any other accommodation and are having difficulties in paying your future rent (April, May or June), get in touch with the University's Student Social Services (sse@ulb.be) as soon as possible. They will assess your situation with you and decide on the assistance that can be granted.
  • If you decide to end your lease agreement early, you will normally be liable for compensation of at least 2 months’ rent and at most 3 months’ rent. You can discuss this with your landlord to try to reach an amical agreement. Moreover, in the event that a new lessee, approved by the lessor, takes over the lease, the two parties may jointly agree to limit the compensation of the loss of actual rent.
  • If you rent accommodation in Belgium and wish to come back on the Belgian territory for your exams and the "blocus", download this document, fill it in and send it to patricia.scaux@ulb.be. Once all the provided information is verified, we will send it back to you. 
     

 
Legal help

If you are looking for support for legal advice, you can contact the Asbl “Quid”. It is a specific university platform that can answer students’ legal questions. You can contact the people who are responsible by email to the following address quid.ulb@gmail.com.
 

Members of ULB's programme for all ages (CEPULB)

As a safety measure, and with the approval of CEPULB’s President, it has been decided to suspend all activities in ULB’s programme for all ages until further notice.

 

Staff members


Updated measures can be consulted on the dedicated webpage.
 

Partner universities

  • Exams

    • The modalities for the second exam sessions were announced. 
    • ULB has already decided that they will not be held in face-to-face. ULB will, of course, take into account the constraints of exchange students returned to their home country.
    • More info
  • Academic year 2020-2021

Incoming students

ULB will welcome incoming students in person at the beginning of the next academic year. ULB will strictly follow and abide by the national recommendations and all measures taken thus far are subject to change according to the National Security Council's decisions. In the meantime, we invite students to get their Erasmus exchange process started whilst remaining cautious (do not sign any binding contract without the explicit green light or any kind of insurance). For more information, please contact the faculty coordinators.
 

Teaching arrangements

  • The University has opted for a "blended learning" approach Each professor will adapt his or her theoretical course programme to avoid overflowing the auditoriums and classrooms. Teaching activities in the workshops, practical workrooms and laboratories will be maintained as usual.
  • Please note that this face-to-face scenario implies that it will not be possible for incoming students to take courses in a fully virtual setting. We, therefore, invite incoming students to plan to be present on the ULB campuses for the beginning of the courses, i.e. no later than 14 September 2020.
  • In this context, we understand that some of your students may wish to cancel their stay or postpone it to the second semester of the year 2020-21. If this is the case, please notify us via the usual nomination contacts

This information may change according to the instructions of the Belgian Federal Government.  
 

Psychological support for staff members

In light of the Covid-19 health crisis, ULB has set up a psychosocial support platform available to all its staff members. The aim of this platform is to offer listening time and psychosocial support. Interviews will be done by telephone or WhatsApp video with one of the members of the platform, who are listed below: 
  • Psychosocial prevention counsellors: Sandra Billy, Estelle Van Ingelgem and Mathieu Dedobbeleer
  • People you can trust: Isabelle Decot, Yvon Molinghen and Nicolas Van Der Linden
These conversations are strictly confidential. General information on the issues identified will be relayed, if necessary, to the Authorities to support the functioning and institutional communication of the University.
If you feel the need, you can send your request for a telephone interview to the following e-mail address: aspects-psychosociaux@erasme.ulb.ac.be, mentioning the telephone number and the time slots during which you can be reached.  We will get in touch with you as soon as possible.  
 

Social services for staff members (SSP)

The Staff Social Service (SSP) team is available for any university agent who encounters difficulties in any circumstances. Do not hesitate to contact one of the social workers mainly by e-mail, telephone and/or physical appointments are possible, too (health measures in place). 

The SSP continues to follow up on requests, in particular for :
  • Granting financial, social and administrative support... And more particularly in these difficult times, the SSP is attentive to responding to urgent requests, particularly those linked to the difficulties encountered by the staff within the framework of Covid-19.
  • Receiving and processing files relating to statutory benefits :
    • Reimbursement of health care: during this period of confinement, the SSP exceptionally accepts the sending of invoices and certificates attesting that a treatment was provided by e-mail: veronique.van.brusselen@ulb.be.  Reimbursement will be made, as soon as possible.
    • Reimbursement of nursery expenses (outside of ULB), tuition reduction, children activities, etc.: you can send your request and documents by e-mail to veronique.van.brusselen@ulb.be.
  • Helping you in the following areas:
    • Health: health insurance, insurance, maternity, physical and mental disabilities, accidents at work, illness.
    • Family: budget, housing, death of a relative.
    • Granting of social leave if necessary.
The SSP team remains available to support you in these special and difficult times, both financially and in all your daily difficulties. They are keen to keep in touch with you, so do not hesitate to contact our social workers: veronique.van.brusselen@ulb.be or marie-therese.vandenbosch@ulb.be.
More information can be found on the staff portal and in the social brochure.
 

Staff-oriented support platform

All information about the measures taken by the ULB authorities and the organisation of the University in the current context can be found on this very webpage. However, in order to be able to continue to be present and to listen to questions and queries relating to Covid-19, an e-mail support has been created. It is only accessible to staff members.
 

Facility access and restaurants

  • On-campus restaurants remain closed for the time being. A possible reopening in September is foreseeable provided that all safety and health measures are observed.
  • As a security measure, access to the various buildings can only be gained by using one's personal badge or by calling the dispatching centre via the intercom systems provided for this purpose or by telephone (02 650 2614).
  

Institutional events, cultural activities and student activities

As of July 6, a series of activities will once again be authorised, such as continuing education activities, preparatory courses, scientific symposia, summer schools and cultural activities.
ULB will also open its auditoriums this summer, in compliance with health regulations, to cultural partners that, given the acute crisis, are looking for spaces of sufficient size to resume their shows.

General information
  • Each participant will bring their own mask.
  • The ULB staff involved in the organization of the event will have received a mask provided by ULB and available in each department/faculty.
  • Wearing the mask is compulsory on ULB's Brussels campuses and in buildings, mainly when out and about. In our other campuses, wearing a mask remains strongly recommended, especially indoor when a physical distance of one and a half meters cannot be respected.
  • Participants are expected to use eco-friendly means of transportation or public transport to get to the event site. However, participants will be able to use the public or (possibly) university car parks surrounding the campus. With some exceptions, no signposting will be provided between the car park and the building in question. If necessary, such signposting will be carried out under the responsibility of the organising department.
  • Sanitizing gel will be available in the entrance hall of the building.


People flow in the buildings
  • As far as possible, traffic will be one-way.
  • In all cases, paths will be signposted to optimise the routes to the auditorium (or reception area) and to limit contact as much as possible.
  • If necessary, the organisers can contact the infrastructure department to order specific equipment.
  • A reception area will be provided by the organising department. It must allow the participants to wait in compliance with the distance rules (1.5 m).
  • Wearing a mask is strongly recommended when entering the auditorium and until the participants are all installed.


Organising an event
  • The organisers must book an auditorium big enough to allow each participant to be seated in compliance with the distance rules in force:
  • Ensure a distance of 1.5 m between people. If this distance cannot be respected, the wearing of a mask is compulsory.
  • Under no circumstances may more than every second seat in the audience be used.
  • Furthermore, unless there is a justified exception and authorisation is granted by the authorities, the protocol concerns events with a maximum of 200 participants per audience.
  • The organising department will ensure that the maximum duration of continuous use of a room does not exceed 3 hours.


Event security
  • The Protection and Security Service (SPS) will be copied on each room/audience reservation request (SACHA/the Faculty) in order to outline the need for security and initiate any necessary steps.
  • If necessary, the organisers will clarify any specific needs to the SPS. This is because the SPS may not have all the elements to properly analyse the nature of the event and the need for security.


Cleaning of the premises
  • The auditorium and the communal areas (corridor, hall, sanitary facilities) are cleaned every morning. If the event is held in an auditorium that has already been used during the day, a specific request should be made to the infrastructure department for a pre-event cleaning of the desks. The Auditorium/Faculty will liaise with the Infrastructure Department to make the arrangements for this.
  • If the desks used during the previous event are clearly defined, only the desks in question and the 2 neighbouring desks will be cleaned. If not, all the desks in the audience will be cleaned. Should a deliberation/other room be required for this event, the organising department must so specify. The same applies to any pre-event cleaning.


Catering
  • Until further notice, it is recommended to organize such events off-campus. Otherwise, the organising department must ensure compliance with the rules in force in the HORECA sector. To date, a maximum of 50 guests for a catering service in compliance with the rules of distance.


Deadlines to observe when organising an event
  • The organisers must book the necessary room(s) or auditorium(s) with SACHA / the Faculty as soon as they are aware of the event and at least 5 working days beforehand. The organisers will systematically put the SPS in copy of any request.  If necessary, the organisers will precise any specific need to the SPS. For all specific requests related to the SPS, the organisers must contact the SPS at least 5 working days prior to the event.
  • All requests for masks and sanitizing gel must be placed at least 5 working days before the date of the event and the organisers will pick up the equipment ordered, either at the general stores (Magasins généraux) or at the delivery points for other campuses (see schedule on the website).
  • For all signposting requests and cleaning needs, the organisers must inform the infrastructure department at least 5 working days before the date of the event.


ULB supports the cultural sector by opening its doors

ULB, as a civic university, committed to its city and as a player in the cultural sector, offers to open its auditoriums, at no cost, to host the activities of cultural actors whose facilities do not allow them to hold shows in total compliance with health regulations. This opening will be effective as soon as the University's activities resume on the campuses. The shows will be held after all academic activities, so as not to affect their smooth running.

 

Incoming mobility

2020-2021 Mobilities

For the moment, ULB is still planning on welcoming exchange students in September 2020. However, as the situation is far from being stabilized, we cannot ensure you that this decision will not be overturned.  In any case, ULB will strictly follow and abide by the national recommendations and all measures taken thus far are subject to change according to the National Security Council's decisions. In the meantime, we invite students to get their Erasmus exchange process started whilst remaining cautious (do not sign any binding contract without the explicit green light or any kind of insurance).

Incoming students

ULB will welcome incoming students in person at the beginning of the next academic year.

Preparing your stay 

We invite you to prepare your stay while remaining prudent, and not to incur any expenses or sign any contracts before the possibility of a stay is confirmed :
  • You have been able to finalize the administrative procedures (VISA requests, etc.) ;
  • Your country of origin allows travels to Belgium ;
  • Belgium allows the arrival of travellers from your country of origin ;
  • You have checked the special procedures that could be imposed on you upon arrival on Belgian territory (quarantine, documents, etc.).



Teaching arrangements

The University has opted for a "blended learning" approach Each professor will adapt his or her theoretical course programme to avoid overflowing the auditoriums and classrooms. Teaching activities in the workshops, practical workrooms and laboratories will be maintained as usual. Please note that this face-to-face scenario implies that it will not be possible for incoming students to take courses in a fully virtual setting. We, therefore, invite incoming students to plan to be present on the ULB campuses for the beginning of the courses, i.e. no later than 14 September 2020.
For more information, please contact your faculty coordinator.
 

Extension of one's stay in Belgium


Third-country nationals who are prevented from leaving Belgium for reasons of force majeure (quarantine, flight cancellation, border closure, etc.) may request authorisation to extend their stay. More information and the de-facto procedure are provided on the Immigration Office website
 

Outgoing mobility

1. Student mobilities for 2020-2021
 

  • Outgoing mobilities are still planned, provided that all universities involved give their green light, that the borders reopen and that the national authorities' allow them.  
  • Do get in touch with your faculty if you have any question or wish to postpone (or cancel) your stay abroad.
  • We invite students to get their Erasmus exchange process started whilst remaining cautious (do not sign any binding contract without the explicit green light or any kind of insurance).


Before you leave, make sure that all of the following conditions are met:

  • You have validated the necessary credits and you have the agreement of your Academic Coordinator;
  • You have been able to finalize the administrative procedures (VISA applications, etc.) ;
  • Your host university has confirmed that it will host the exchange students (in person or virtually) - check the emails received from your host university,
  • Belgium allows travel to your host country ;
  • Your host country allows the arrival of travellers from Belgium
  • You have checked the special procedures that could be imposed on you upon my arrival on the territory of my host university (quarantine, documents...).
  • If you are a Belgian national, register on https://travellersonline.diplomatie.be. Students, researchers and members of staff, who do not have Belgian nationality, are invited to contact the embassy or consulate of their country of origin, as a priority.


For more information on the OUT brands, do get in touch with your grand manager:

 

2. You are a staff member and need to travel for business reasons? 
 

  • Since June 15, trips abroad are allowed. 
  • Check that the borders between Belgium and the country you want to come to are open. 
  • Take careful note of the measures undertaken by the country you are going to. You can find them on the website of the FPS Foreign Affairs or on the website of the European Union.
  • Visit the FPS Mobility website for more information on road, air, sea and rail transport.
  • Should you go abroad, you must fill in this authorisation form.


3. Staff members expecting colleagues visiting from an area or a country identified as an at-risk area


Hosting and welcoming foreign colleagues, researchers and doctoral students is reinstated with due regard to country-by-country guidelines. As the list of risk areas can change rapidly, please take a close look at the measures taken country-by-country on the FPS Foreign Affairs website.

 

4. You are currently abroad?

  • Diplomatic and consular offices remain the go-to contact points for all Belgian citizens who are abroad.  
  • The FPS Foreign Affairs reminded the need for all Belgian nationals to register on https://travellersonline.diplomatie.be. Indeed, all communications will be made via text messages or e-mails to registered Belgian citizens. 
  • Students, researchers and members of staff who are not Belgian nationals are invited to contact the embassy or consulate of their country of origin as a matter of priority.
 

ULB Medical services


The Medical Service of the Solbosch campus is open by appointment only and under certain conditions.

Before going to the Medical Service, please note that:
  • you must make an appointment by telephone only (02 650 29 29, Monday to Friday, from 9 AM to 4 PM). No access will be allowed without an appointment;
  • you must go into the consultation alone;
  • you must wear a mask to enter the building;
  • if you present COVID-19 symptoms, you will not be admitted in the waiting room. You will be able to contact a general practitioner during his consultation hours (call 02 650 29 29).
Sanitary measures will be put in place in the building (regular cleaning of the premises, systematic disinfection of equipment and furniture, etc.).

Outside calling hours, three useful numbers are available:
  • On-call GPs in Brussels: 02 201 22 22
  • On-call GPs: 1733 (more info: www.1733.be)
  • FPS Health: 0800 14 689
 

Health

Tutorials

 

Masks

Following the decision of the Brussels Government, it will be mandatory to wear a mask in public spaces and in private spaces accessible to the public as from Wednesday 12.  As a result, ULB's mask policy changes; it is now compulsory to wear a mask when visiting our Brussels campuses.  

On the other campuses, the recommendation issued on 28 July still applies, namely that masks must be worn in auditoriums, libraries and study rooms, but that they are only recommended in outdoor areas, mainly when moving around and, in particular, when the physical distance of one and a half metres can no longer be respected.
 

What to do in the event of a suspected case (student, staff member, family or friend)?

  • If you are at home, stay there and contact your GP immediately. He or she will discuss with you what needs to be done.
  • If you are at work, go home and contact your GP as soon as possible.
  • If you are a confirmed case of COVID-19, your treating physician will notify the health authorities so that they can start tracing your close contacts (your treating physician is well aware of the procedure and will explain it to you in detail).
  • We also ask you to inform Dr Alain Levêque, Vice-Rector and "tracing community delegate" for ULB, so that internal preventive measures can be taken as soon as possible. 
 

What to do if a member of the university community is confirmed as having Covid-19?

  
If a staff member, student or international visitor is diagnosed with COVID-19,  it must be notified immediately to Dr Alain Levêque, the coordinator of ULB's coronavirus response, and include your surname, name, date of birth and/or ULB ID. Briefly explain why you are contacting him, and provide a telephone number. Alain Levêque will get in touch with you.
 

Parents of children

The day-care centres on the Erasme and the Solbosch campuses are open.
Schools With regard to day-care, given the deconfinement of certain sectors of activity, including ours, parents who will be returning to work on-site will in principle have access to day-care centres in their children's schools. Where childcare can be arranged in the home, it is suggested that the capacities of the said childcare centres be taken into account.
As a parent, you may have questions on the measures implemented by schools and daycare centres. You can find answers on the National Office for Children’s website.
Updated on August 12, 2020