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.
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:
- EEA nationals:
- Apply for an academic admission as a doctoral student via the International admissions and mobility unit
- Complete your registration as a staff member of KU Leuven: see below
- Non-EEA nationals:
- Apply for an academic admission as a doctoral student and register as a staff member via the International admissions and mobility unit.
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:
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.
- Hotels and B&B's in Leuven
- The University Residential Area Groot Begijnhof offers temporary housing to members of the university community (must be requested 3 months in advance!)
- KU Leuven also has 2 residences in Leuven offering accommodations that are also available to staff:
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.
- EEA nationals: it is quite simple to bring family with you to Belgium. More information
- Non-EEA nationals: the procedure with regard to family reunification can be quite complex and time-consuming
- Information from the International admissions and mobility unit
- Contact your HR adviser international mobility for more information
Also see: schools & childcare