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Need-to-know basics once you're appointed/admitted

You found a faculty/department to host you and your appointment as a staff member has been initiated. Check out our information on the basics you need to know in order to plan your stay at KU Leuven.

You found a faculty/department to host you and your appointment as a staff member has been initiated. Check out our information on the basics you need to know in order to plan your stay at KU Leuven.

 

1. EEA or non-EEA?

You will notice that some procedures (e.g. immigration formalities) differ for EEA and non-EEA nationals.

EEA stands for European Economic Area. It includes:

  • EU: Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxemburg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom
  • + Iceland, Liechtenstein, Norway

Although Switzerland is not part of the EEA, Swiss nationals need to follow the exact same procedures as EEA nationals.

 

2. Your staff and/or student status

It is important that you know your (future) staff and/or student status well. The applicable rules may vary accordingly.

Staff,  student  or
dual appointment?
Your staff status Your staff category Your student status
Dual (staff AND student) PhD scholarship holder BAP doctoral student
Staff Postdoctoral scholarship holder in international mobility BAP /
Staff (Postdoctoral) research associate BAP /
Staff Postdoctoral assistant AAP /
Staff Research assistant AAP /
Staff Teaching assistant AAP /
Staff Visiting professor BAP /
Staff Selfsupporting visiting professor BAP /
Staff Professor ZAP /
Staff Substitute lecturer BAP /
Staff Selfsupporting substitute lecturer BAP /
Staff Selfsupporting visiting researcher BAP /
Staff Voluntary research associate BAP /
Staff Administrative and technical staff (KU Leuven) ATP /
Staff Administrative and technical staff Integration framework ATP-IK /
Staff Teaching staff Integration framework OP(-IK) /
Staff Voluntary administrative and technical staff member External staff /
Staff IWT/FWO researcher External staff /
Student (/guest)* / / See: International
admissions and
mobility unit

*Student/guest = exchange students, Bachelor’s and Master’s students, predoctoral students, doctoral students, specialisation students, international scholars and visiting scholars/fellows (not employed).

 

3. Your contact with regard to your incoming mobility

Status EEA / non-EEA Your contact
Dual status: PhD scholarship holders
 
EEA

Admission as a doctoral student:

Appointment/registration as a staff member:

  • Your department/faculty needs to submit an official request for your staff appointment. They are your first contact.
  • After the official request has been fully approved, the HR adviser international mobility will send you an e-mail with more information. He/she is your contact from that point onwards.

Other administration and payment:

Dual status: PhD scholarship holders non-EEA

Admission as a doctoral student AND registration as a staff member:

Other administration and payment:

FWO / IWT is your employer (non-)EEA

Your contact is FWO or IWT

Other staff (non-)EEA

Appointment/registration as a staff member:

  • Your department/faculty needs to submit an official request for your staff appointment. They are your first contact.
  • After the official request has been fully approved, the HR adviser international mobility will send you an e-mail with more information. He/she is your contact from that point onwards

Other administration and payment:

Student (/guest) (non-)EEA International admissions and mobility unit

 

4. Your financing/payment

Scholarship Salary Selfsupporting
PhD scholarship holder Visiting professor Selfsupporting visiting professor
Postdoctoral scholarship holder
in international mobility
Professor Selfsupporting substitute lecturer
  Substitute lecturer Selfsupporting visting research associate
  (Postdoctoral) research associate Voluntary research associate
  Postdoctoral assistant Voluntary administrative and technical staff member
  Research assistant  
  Teaching assistant  
  Administrative and technical staff