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Arrangements to make before travelling to (KU) Leuven

You received confirmation from the HR Department that the request for your appointment as a staff member was approved. Check out our overview of the things you need to take care of BEFORE travelling to (KU)Leuven.
Information for: new staff members

You received confirmation from the HR Department that the request for your appointment as a staff member was approved.
Check out our overview of the things you need to take care of BEFORE travelling to (KU)Leuven.
 

1. Apply for an admission as a doctoral student

This arrangement is only relevant for PhD scholarship holders.

PhD scholarship holders are doctoral students who have a dual status: the student status of ‘doctoral student’ and the staff status of ‘PhD scholarship holder’. Both statuses need to be applied for and registered:

 

2. Register as a staff member

Make sure you've completed your e-registration as a staff member. You can e-register by surfing to our jobsite and following the instructions under 'specific registration'.

  • If you applied for a vacancy, you already e-registered (as part of the application process)
  • If you did not apply for a vacancy but received confirmation from a faculty/department that they are willing to host you, they will initiate your appointment as a staff member:
    • the faculty/department asks you to e-register via the jobsite
    • the faculty/department submits the request to appoint you to the HR Department

After the request for your appointment as a staff member has been fully approved and you successfully e-registered, the HR adviser international mobility will send you an e-mail with more information about your staff status and category, information about visa application and work permit, travelling to Leuven, first steps upon arrival, accommodation etc.

 

3. Fulfill the necessary immigration formalities

  EEA nationals non-EEA nationals
Work permit / hosting agreement No work permit or hosting agreement required

The HR adviser international mobility will apply for your work permit/issue a hosting agreement (this process is only initiated after receival of the official request for your appointment as a staff member from your faculty/department, see above)

Note: PhD scholarship holders do not need a work permit/hosting agreement.

Visa / residence permit

To enter Belgium: no visa required

To reside in Belgium: present yourself at the city hall of your place of residence in Belgium:

  • For stays < 90 days: within the first 10 days of their arrival in Belgium
  • For stays > 90 days: within the first 90 days of their arrival in Belgium

Most non-EEA nationals need a visa to enter Belgium.

Also see: Belgian Immigration Office

 

4. Arrange housing

KU Leuven has no housing service for staff members. Below, you can find information which will help you while looking for temporary and/or permanent accommodation.
 

Before your arrival

Make sure you reserve your temporary accommodation for the first few days/weeks, well in advance.

After your arrival

Once in Belgium, you can start looking for permanent accommodation.

 

5. Arrangements when bringing family members

Family = legal partner and children up to the age of 18.
 

 Also see: schools & childcare