International students

Starting a PhD or postdoc in a foreign country is a worthwhile challenge. On this page we list some information and resources to help you getting started and finding your way in your new environment.

Resources 

  1. There is an internationals at Kulak flyer that provides useful information and contacts for your first days/weeks at Kulak
  2. The Kulak’s International Space page lists a lot of information for your stay at Kulak as an international
  3. To help you getting started and finding your way in your new environment, the DWG has a buddy system. Your buddy can help you with administration, translations, directions, getting introduced to other people on campus …

Before you arrive in Belgium

Subscription to doctoral programme:

  1. Request and Activate your Guest Account (needed for application process)
  2. Download Application Form
  3. Submitting the Application Form (International Admissions and Mobility (IAM) will confirm application through e-mail)
  4. Payment of application fee (not necessary for (pre)doctoral programme)
  5. Upload of attachments
  6. Mailing the certified copies (diplomas, transcripts) to IAM
  7. Follow-up your file
  8. Acceptance of admission offer (IAM contacts you and gives information for enrollment as KU Leuven employee through e-sollicitation)
    1. Enrollment as KU Leuven employee: You will receive an admission/scholarship letter. With the this letter you can apply for your work VISA at the Belgian Consulate or Embassy in your country.
    2. Enrollment to Doctoral School: You will get in touch with staff from your Doctoral School.
  9. Pre-registration beveiligingkuleuven.be will send you an e-mail to activate your account
  10. Arrival in Leuven: Follow all steps mentioned in manual Travelling to Leuven

When you are in Belgium

First of all, welcome to Belgium and the city of Kortrijk!

Upon your arrival, within the first 8 days of your stay, you have to present yourself at the city hall Aliens’ Registration Office. You have to make an appointment with city hall via www.kortrijk.be (‘Maak een afspraak’ – ‘Andere nationaliteiten’). You select either “Nieuwkomer EU” or “Nieuwkomer niet-EU”. If you have difficulties making an appointment via the website, just dial the free number 1777 and make an appointment.

City hall
Grote Markt 54
‘andere nationaliteiten’
8500 Kortrijk
1777@kortrijk.be

You need to bring the following documents with you for the first visit;

For EU-researchers:

  1. Your identity card or passport with 4 passport photos
  2. Your address during your study period in Kortrijk
  3. A confirmation of enrolment from your school (contract or guest agreement given by your school in Kortrijk)
  4. A proof of sufficient financial means for your stay (scholarship or payslips with explicit mention of the salary)

For non-EU-researchers:

  1. Your passport (with visa) with 4 passport photos
  2. Your address during your period in Kortrijk
  3. A confirmation of enrolment from your school (contract or guest agreement given by your school in Kortrijk)

At your first visit at city hall you need to bring all necessary documents (see list above) and you will receive a temporary document to prove you’ve started the procedure. City hall will contact you for a second time so you can apply for an electronic residence permit (€16,70 for EU and €19,40 for non-EU). After receiving your codes at your address in Kortrijk, you need to make an appointment for the last time. Your official documents are then activated and you will receive your residence permit.

Don’t forget to deregister at the same register office about one week before you leave. Note that you need to make an appointment again via www.kortrijk.be.

Travel

  • You can find the last updates about the Belgian Railway system on the national Belgian Railway website.
  • Within Belgium: You can purchase a 10 rides tickets (Go Pass 10 if you are younger than 26 or Rail Pass 10) at any train station in Belgium, at a cashier or self-ticketing machine (in orange with the NMBS/SNCB logo). This pass allows you to go from any Belgian city to another at a unique price, independently of the amount of connections in between (€53 for Go Pass, €83 for Railpass). Note: if you are going to the airport, you can use your pass but need to get an additional ticket called Diabolo fee.
  • International: You can purchase international train tickets on the European Belgian Railway website. Cost saving tip: when travelling outside Belgium by train, use your GO PASS until the last city in Belgium on your itinerary, then purchase your international ticket from this city to your final destination