The 4CITIES Student Handbook covers a wide range of important and frequently asked content and also provides links to useful information found on existing student portals. Please note that the Student Handbook contains general information only; when instructions for completing specific tasks are required we will email them to students directly. We do our best to keep the Handbook updated, but with multi-institution programs such as 4CITIES everything is always subject to change.
Quicklinks
Student Services & Student Life
Student Visas
4CITIES Course Structure & Timeline
Research & Practice Tracks
Cohort Representatives
4CITIES Marking System
Exams & Re-sits
Re-enrollment
Diplomas
Student Services & Student Life
Most of the information you might need – from how to access university email addresses and learning platforms to housing and health services – can already be found on the websites of universities participating in 4CITIES. This section makes finding that information a little bit easier.
NOTE: For questions concerning student services and life as a student, please consult existing university pages and portals before emailing 4CITIES staff.
VUB Student Portal
The Student Portal is your gateway to student life at the VUB. It provides everything you could want to know about studying at VUB, campus life, the sorts of guidance available, and important details for international students. You can look through all the welcome info, access the Canvas learning platform, discover everything the campus has to offer, get engaged in sports or cultural events, and sort out your VUB email address.
ULB Student Handbook
All the information you will need concerning the ULB can probably be found in the downloadable Student Handbook.
Universität Wien
Vienna makes you look a little bit more for answers. Your personal student account can be accessed at u:space. Find info on lecturers, courses, and more at u:find. Search for articles and books at u:search. All courses use the Moodle online learning platform. The International Office has everything you’ll need to know about student services, entry and residence regulations, the practical realities of living in Vienna, and de-registering your residence when you leave.
NOTE: it is a legal requirement for all students to register with the city within 3 DAYS of arriving in Vienna and to then de-register at the end of their stay.
Københavns Universitet
The first places to look for questions concerning studying and living in Copenhagen are the Studying at UCPH (or KU in Danish) and Living in Copenhagen pages of the University of Copenhagen. The online platform Absalon is accessed through KUnet.
Universidad Autónoma de Madrid
In Madrid, the UAM website concentrates the most relevant information into its Campus and International portals. Course materials are provided on Autónoma’s Moodle online learning platform.
Universidad Complutense de Madrid
At UCM, you’ll find answers to most questions online within the Study With Us and University Life portals. Course schedules can be found on the Campus Virtual. Complutense provides access to course materials on its own version of the Moodle online learning platform.
Student Visas
Visa regulations for 4CITIES students from countries not in the EU have changed numerous times in recent years. It is our hope and expectation that a two-year European student visa will eventually be an option for all non-EU students. Until then, students will be informed of the necessary visa procedures by the 4CITIES program coordinators working in conjunction with the local coordinators of each university.
4CITIES Course Structure & Timeline
The 4CITIES program is organized into three tracks: Classical, Research, and Practice. For Classical Track students, the program consists of sixteen courses over four academic semesters. For Research and Practice Track students, the first two semesters are the same, but the second two semesters consist of internships and individually selected coursework at partner universities. For all students, the thesis defense takes place in Vienna at the end of the fourth semester, with graduation in Brussels in late September of the same year.
Semester 1 / September-January / 30 ECTS
Vrije Universiteit Brussel (VUB) & Université Libre de Bruxelles (ULB)
- European Cities in an Urbanizing World (6 ECTS)
- Urban Social Geography (6 ECTS)
- Urban Political Economy (5 ECTS)
- Urban Sociology (5 ECTS)
- Urban Analysis 1 (3 ECTS)
- Urban Analysis 2 (5 ECTS)
Semester 2 / February-July / 20 ECTS
Universität Wien (UNIVIE)
- Principles in Urban Planning and Urbanism (4 ECTS)
- Contemporary Challenges in Urban Development (3 ECTS)
- Socio-Spatial Urban Diversity (4 ECTS)
- Urban Sustainability Transformations (3 ECTS)
- Urban Analysis 3 and Master’s Thesis Preparation (6 ECTS)
Semester 3* / August-December / 20 ECTS
Københavns Universitet (KU)
- Urbanism and Architecture (8 ECTS)
- Urban Culture and Cultural Theory (8 ECTS)
- Urban Analysis 4 (4 ECTS)
Semester 4* / January-May / 20 ECTS
Universidad Autónoma de Madrid (UAM) & Universidad Complutense de Madrid (UCM)
- The Sustainable and Liveable City (10 ECTS)
- Governance and Local Welfare (10 ECTS)
Master Thesis / Continuous / 30 ECTS
- Development process, written thesis, and oral defense (30 ECTS)
*Applies to Classical Track students only.
Research & Practice Tracks
Research & Practice Track students attend the same courses as Classical Track students during the first two semesters and earn 50 ECTS for successfully completing them all. The thesis trajectory, worth 30 ECTS, is also the same for students in all three tracks. During the second year (semesters three and four), however, Research and Practice Track students do not follow the same courses as Classical Track students and must instead complete 25 ECTS of elective courses (study exchange) and an internship worth 15 ECTS.
Study Exchange
Elective coursework can be completed at the VUB, University of Vienna (UNIVIE), or one of the 4CITIES partner universities. All 4CITIES students are enrolled for two years at both VUB and UNIVIE as full-time students, making them the easiest option administratively. At the VUB, courses can be selected from the VUB-ULB MSc in Urban Studies (MUS), except for the following: Excursion; Research Design and Methodology in Urban Studies; Project Seminar in Applied Urban Research. At UNIVIE, courses can be taken across the university, pending approval by Gudrun Haindlmaier and Bas van Heur.
4CITIES also has study exchange agreements with a growing number of partner universities. The Erasmus+ study exchange process consists of the following steps:
- Contact Bas van Heur during the first semester in Brussels to discuss your study exchange interests;
- Submit the Erasmus+ study exchange “application” to Bas by 28 FEB, just before the start of the Vienna semester;
- application consists of first and second choice universities, preferred semester, and max. 1/2 page motivation statement
- Receive your final permission for departure after deliberations in June (for third semester exchange) or September (for fourth semester exchange).
Internship
A 15 ECTS internship consists of 375-450 hours (10-12 full-time working weeks, though internships can also be conducted part-time and spread out across a greater number of weeks). Students are responsible for finding and securing their own internships, but, unlike with study exchange, students can complete their internship with essentially any organization as long as it is approved by Bas van Heur. The internship is intended to provide students with “real-world” experience engaging issues relevant to urban studies with other professionals.
Students receive ECTS for the internship by registering for the VUB course unit “Internship” (course code 4021214ENR). All relevant documents can be found on the VUB Canvas learning environment in the “Community Urban Studies” space. Please make sure to carefully read through the “Internship Procedure” document. Key steps for the internship include:
- Submit Erasmus+ Traineeship application (if desired and eligible, see below);
- Submit VUB internship agreement (must be completed and approved BEFORE internship can begin);
- Submit an internship report after completion of the internship and make sure your internship supervisor completes the evaluation form.
Financial Matters
To help with costs associated with the study exchange and/or internship, an Erasmus+ “Traineeship” scholarship (not to be confused with EU Traineeship positions) is available for self-paying Research & Practice Track Students (students receiving the 4CITIES Erasmus Mundus Joint Master’s Degree scholarship are NOT eligible). Additionally, the Erasmus+ Traineeship comes with certain geographic restrictions (see FAQs below).
To apply for the Erasmus+ Traineeship Scholarship, simply send a brief motivation statement, your destination country, and the preferred semester to Bas van Heur by 28 FEB, just before the start of the Vienna semester.
FAQs
Can I do a paid internship?
University internship agreements (somewhat confusingly) mention that internships should be unpaid, but this is not quite true. In Belgium, internships can be paid if indicated as ‘expense allowance’ up to approx. 30-35 Euro per day. Higher allowance is counted as real wage, which means employers pay full social contributions + (Belgian-based) parents can lose child allowance. In some other countries (e.g. France), payment of interns is a legal obligation. The combined payment of Erasmus+ bursary and allowance paid by internship organization is not explicitly forbidden.
I am a 4Cities student and receive an EMJMD scholarship. Can I additionally apply for Erasmus+ Traineeship scholarships?
No. But you will have to follow the same application procedure as everyone else for the Erasmus+ study exchange (in order to be able to use the exchange agreement).
Can I combine an internship abroad with my study exchange abroad?
This is technically possible, but please note that you are not allowed to combine Erasmus+ Study Exchange scholarship and Erasmus+ Traineeship scholarship in one and the same semester (no overlap allowed). Also, the combination of internship and study exchange in one semester can lead to an exceptionally high study load.
Can I combine my internship with my MSc thesis?
Yes, this is possible and even encouraged. It can be a great (and efficient) way of putting the expertise acquired during the internship to use in your MSc thesis. For example, you might use your internship organisation as an empirical case for your thesis; or develop contacts and networks that are important for your thesis; or become acquainted with research skills or bodies of literature also relevant for your thesis.
BUT…it is important that MSc thesis is substantively new. No simple reproduction of internship output is allowed. Think of it this way: you receive ECTS for the internship and you receive ECTS for the thesis. Make sure you are not receiving ECTS twice for the same work.
Can I do an internship or an Erasmus+ study exchange in my ‘home country’?
Yes, you can. BUT: you will receive lowest priority in the ranking for the Erasmus+ Study Exchange or Erasmus+ Traineeship scholarship for this period. AND: your current residence needs to be in Belgium. NOTE: this also applies to 4CITIES students with full EMJMD scholarship. Contributions to subsistence costs will be interrupted for the periods spent in the country of residence of the scholarship holder (means: no money!!)
I am a 4Cities practice/research track student. As year 1 only has 50 ECTS of compulsory courses, can I select additional elective courses in Vienna in year 1?
YES. This is possible because you are enrolled as full-time student both at the VUB and Universität Wien. However, there is a maximum limit of 66 ECTS in year one. The UNIVIE course catalogue is usually published around the end of January, with registration for most courses done in February. No registration in advance is necessary for courses of the type ‘lecture’ (Vorlesungen). For these courses you only have to register for one of the exams at the end of semester. Contact Gudrun Haindlmaier at UNIVIE with any questions. NOTE: combination of ‘extra’ courses in Vienna year 1 + Erasmus exchange year 2 can be problematic due to minimum ECTS to be followed during the exchange (if studying with a partner university).
I am a 4Cities research/practice track student. Can I do my internship and follow elective courses in year 2 in Vienna and/or Brussels?
EACEA requires: at least 2 countries that are different from country of residence of student. Strictly speaking, this requirement is fulfilled after year 1 in Brussels and Vienna. Except, of course, for Belgians and Austrians, who must do an internship or study exchange in a 3rd country. Year 2, option 1: continue with elective courses in Vienna and/or Brussels + internship anywhere. In Vienna: option to follow courses at UNIVIE + other universities in Vienna. Year 2, option 2: Erasmus+ study exchange with one of our partner universities + internship anywhere.
Is it a problem if total number of ECTS of my courses selected at the Erasmus+ partner university ≠ total number of ECTS ‘needed’ in my MSc 4Cities or MSc Urban Studies curriculum?
If total number of ECTS is below 120 ECTS, then yes, this is a problem. You need 120 ECTS to be able to graduate. If slightly more than 120 ECTS, this credit mismatch is not a problem (up to 1 course ‘more’ than 120 ECTS).
Will I always be accepted for my preferred Erasmus+ study exchange destination?
No. We try to make it possible and we have ample choice with >25 partner universities, but each institutional Erasmus+ exchange agreement specifies a maximum number of students that can be exchanged per mobility period. This is usually not more than 2 students. Erasmus+ funding has also been reduced in the last years, making a ranking of student applications likely. In your application, specify at least 2 Erasmus+ destinations (preference + alternative).
Do German universities request an additional payment of the semester fee, even though they have signed exchange agreements?
This is not in line with EU rules, but it does still happen. Please check university website and/or ask contact person at exchange university. Semester fees seem to be between 200 and 400 Euros (and usually include semester ticket for public transport).
Non-EU students have a 2-year Belgian residence permit on the basis of a student visa. Does this permit/visa allow one to do an internship outside of Belgium (but in the EU)?
Well, it’s complicated. In most cases, there is no problem. But some countries consider an internship as work, in which case a work visa is required. In practice, every country has its own set of national rules regarding internships. In principle, an internship that is a mandatory part of the curriculum is exempted from the work permit requirement (but national differences in ‘interpretation’ can still apply). In the case of a non-mandatory internship, there are stronger differences between countries.
*For much more information, please see the slides presented to you in an online session during the Brussels semester.
Cohort Representatives
Each cohort should select four representatives (two from the classical track, two from the internship tracks) before the end of the Brussels semester. Cohort representatives are invited to 4CITIES board meetings during the thesis seminar in each city, where they are encouraged to bring forward questions, concerns, news, and more. Cohort representatives should reach out to their fellow students beforehand in order to communicate a sort of status report at each board meeting: what’s working well, what isn’t, what issues need to be addressed, etc.
Cohort representatives can also act as conduits between students and staff, relaying information in both directions. Communication is always a challenge in a program such as 4CITIES, with so many moving parts and different locations. Cohort representatives help make sure important messages do not get lost in transit.
Marking System(s)
4CITIES students study at 6 different universities where they will be given marks according to the local system:
- The two Brussels Universities use a scale ranging from 0 (lowest) to 20 (highest). You need to get at least a 10 to pass a course unit.
- University of Vienna uses a 5-point grading scale. The highest mark is 1, the lowest mark is 5. You need to get ‘at least’ a 4 to pass. The highest mark is subdivided in 1+ (excellent) and 1 (very good).
- Copenhagen University uses a 7-point grading scale, ranging from -3 (lowest) to 12 (highest). Marks that equal 2 or higher are considered a pass. Note that one course unit is graded on a binary scale: pass/fail.
- The two Madrid Universities use a grading scale ranging from 0 (lowest) to 10 (highest). All marks below 5 are considered a fail.
You will receive a mark for each course unit using the local grading system. The thesis will be marked on a 20-point grading scale as used by the coordinating institution of the 4CITIES consortium (VUB).
To be able to compare the different marks and to allow conversion of all marks into the 20-point grading scale 4CITIES uses a grading conversion table (this is needed for the marks list on your diploma (supplement) and to calculate your overall result). See tables below for more details.
Your joint-diploma (supplement) will also mention an overall mark. The calculation of this overall mark is based on the conversion of your local marks into the 20-point grading scale using the 4CITIES conversion table, and takes into account the ECTS weight of each course unit. The result will be expressed as a percentage (%) and your academic level of distinction will be mentioned on your diploma (supplement):
- >=85% Greatest Distinction
- >=77% Great Distinction
- >=68% Distinction
Exams & Re-sits
To graduate…
…you need to satisfactorily complete ALL course units, including your thesis (for a total of 120 ECTS). You will be given only one mark per course, which might be based on a set of marks you earned throughout the semester (through assignments, presentations, papers, formal exams, etc.).
At the start of each semester you will be informed by your teachers on how the marking is done and which forms of assessment are used. Feel free to remind your teachers to provide this information if they forget. Be aware that you might not be familiar with some types of assessment like oral exams, written exams, or essay writing. The 4CITIES teaching team is there to inform you and to help you if necessary.
All course work, assignments, and exams should be completed before you move to the next city. Formal exams are organized at the end of each semester for the course units taught during that semester. Within each semester, a mix of oral and written exams, collective reports, and individual essays may be assigned.
LOCAL exam rules and regulations apply
These also include LOCAL appeal procedures with strict time limits to file an appeal. For detailed information please contact your local coordinator who will provide you with detailed information.
Marks are communicated to students soon after the end of each semester using the online platform of the Vrije Universiteit Brussel (VUB). Each student has access to this platform where he/she can consult his/her individual marks list.
If you fail an exam…
…you have the right to one re-sit per academic year. The re-sit will be planned during the official re-sit period of the coordination institution of the 4CITIES consortium (VUB). The re-sit period is scheduled end of August/beginning of September; the exact dates will be announced each year. In practice this means that your re-sit will be organized in the first week of the Copenhagen block (for re-sits of first-year courses) or shortly before your thesis defense in Brussels (for re-sits of second-year courses). It is the students’ responsibility to contact well in time their teacher(s) to discuss form and content of the re-sit. The coordinating team can be called upon to help organize the re-sit and to get in touch with the different teachers.
If you fail a re-sit of a first-year course you will be re-enrolled for that course unit in the second year (on top of all the second-year courses). This gives you the right to one additional exam and (if you fail again) to one re-sit during the official exam and re-sit periods. The re-sits are planned and organized as described in the previous paragraph. Please note that re-sits are thought to be a measure to catch up on a failed exam. Using re-sits as a strategy to spread your workload is NOT allowed!
The thesis defense…
…is held in late June or early July in Vienna after the fourth semester. Except in extreme circumstances, students are expected to be physically present for a public defense. If the defense in Vienna is given a failing mark, a re-sit is offered in Brussels in mid-September. Again, physical presence is expected. If the written thesis and defense are both satisfactory at this point, and if all course units have been completed, then graduation will still occur as scheduled in September after the second year. If a student fails the thesis or still has course credits to complete, re-enrollment for a third year is required.
Re-enrollment Rules
Re-enrollment follows VUB Regulations
The consortium applies the rules of re-enrollment of the coordinating institution of 4CITIES – Vrije Universiteit Brussel (VUB). This means:
- VUB Teaching and examination regulations apply (see section 3, article 88, edition 2019-2020);
- if a student does not receive a passing thesis mark, enrollment for a third year is allowed;
- if the student does not receive a passing thesis mark in the third year, further enrollment will be refused (barring exceptional circumstances, as defined in article 28)
In general, students can take only one additional year subsequent to their first two years of study, and no gap year is allowed.
Please see the 4CITIES Re-enrollment Rules PDF for more information.
Diplomas Awarded
Students who graduate after a third year of study will receive the same diplomas as their peers.
For Classical Track students:
- Joint diploma signed by all consortium partners, except Universität Wien
- Single degree issued by the Universität Wien
- Single degree issued by the Université Libre de Bruxelles
For Practice and Research Track students:
- Single degree issued by the Vrije Universiteit Brussel
- Single degree issued by the Universität Wien
Tuition Fees for Third Year of Study
The consortium makes sure that the student stays enrolled at their University and that a reasonable tuition fee is charged. For 2019-2020 the fees per university are:
- VUB: 247,90 Euro + 11,90 Euro/ECTS (example: only thesis 30 ECTS = 604,90 Euro)
- ULB: administrative fee of 12 Euro (flat rate)
- UW: administrative fee of 39 Euro (flat rate)
- KU: no fee
- UAM:
- EU nationals: 360 Euro for thesis (1080 Euro for Thesis + Sustainable Cities)
- Non-EU nationals: 840 Euro for thesis (1260 Euro for Thesis + Sustainable Cities)
- UCM:
- EU nationals: 360 Euro for thesis (1080 Euro for Thesis + Sustainable Cities)
- Non-EU nationals: 840 Euro for thesis (1260 Euro for Thesis + Sustainable Cities)
For example, a Classical Track EU student who enrolls for a third year in 2021-2022 only to finish the thesis will pay a total of 1375,90 EUR. A non-EU Classical Track student will pay 2335,90 EUR. A student from the Practice or Research Tracks will pay 643,90 EUR (due to enrollment in VUB and UW only). Please be aware that fees are always subject to change. Expect fees in the future to be different than those for the current year.
Administrative Follow-Up
Students will receive one invoice to be paid to the coordinating institution at the start of the academic year.
The coordinating institution will then centralize the follow-up and pay the tuition fees for each student to the partners institutions.
No administrative fees for additional follow-up coordination will be applied.
Students With One or More Gap Years
Former students with one or several gap years will be treated on a one-by-one basis. There will be a procedure to be followed by students wishing to complete their studies consisting of:
- a formal request to the Academic Board including a motivation and a comprehensive thesis plan;
- a short academic feasibility report by the Academic Board including information on supervision;
- a check with each of the partner universities of the possibilities, costs, timeline and modalities for completing the program;
- a memorandum of understanding to be signed by the student wanting to complete his/her studies after a green light by the academic board and if the re-enrollment check is positive.
There is no guarantee that students with one or several gap years can re-enroll to complete their program. The check done by the coordinating institution will determine eligibility.
It is possible that students will receive only one diploma and/or have to retake course units because of changes made to the curriculum during the gap years.
As with other students who re-enroll, the payment and follow-up will be centralized by the coordinating institution.
Diplomas
The degree awarded to graduating students is a Master of Science in Urban Studies. Students will receive the following diplomas:
For Classical Track students:
- Joint diploma signed by all consortium partners, except Universität Wien
- Single degree issued by the Universität Wien
- Single degree issued by the Université Libre de Bruxelles
For Practice and Research Track students:
- Single degree issued by the Vrije Universiteit Brussel
- Single degree issued by the Universität Wien
Be aware that it might take a year or more for diplomas to be issued by the different universities. For the time being you can ask for an official document stating that you have graduated. Please use MY VUB to request such a document (see section on certificates). The document will be sent to you by the central administration of the Vrije Universiteit Brussel (VUB) by post. We advise you to request such a document soon after you graduate so that you have it already in your possession when needed. Please note that only one such a document will be issued (make copies).
