Registration in City and Application for Residence Permit

International students – EU-nationals, nationals of a country belonging to the European Economic Area1:

registration in city and application for residence permit

Version 19th of August 2015

Overview

1. General information

What is the definition of an international student?

Basic principles with respect to the registration as international student in a city

Notification

Registration

Basic principles with respect to the residence status as international student

2. EU-nationals and nationals belonging to a member state of the European Economic Area[1]

a. Short stay (max. 4,5 months)

a.1 General notification procedure

a.1.1 Notification of Arrival for 3 months

a.1.2 Notification of Arrival for 4,5 months

a.2 Specific notification procedure in case of main place of residence in a neighbouring country (France, Luxemburg, Germany or the Netherlands)

b. Long stay (more than 4,5 months)

b.1 General procedure

b.1.1 Notification without registration – Notification of Arrival for period of studies

b.1.2 Registration - E-card or annex 8

b.2 Specific notification procedure in case of main place of residence in a neighbouring country (France, Luxemburg, Germany or the Netherlands)

1. General information

Who is an international student?

Every person without the Belgian nationality who is coming to Belgium in order to study, must have a student residence permit. EU-nationals and nationals from a country belonging to the European Economic Area benefit from more lenient residence regulations than third-country nationals.

Please bear in mind!

The procedures in this note do not apply to persons without the Belgian nationality who have been residing in Belgium for a longer period and who own a residence permit which is not based on studying in Belgium. The procedures in this note do therefore only apply to persons without the Belgian nationality who have come to Belgium with the specific purpose to study in the country.

Basic principles with respect to the registration as international student in a city

As soon as they arrive in Belgium, non-Belgian students must contact in time the city where they are residing. This is important for several reasons:

· Students must apply for a residence document

In order to obtain a residence document, the applicant must first arrange the notification or registration which is explained underneath.

· Students who will stay in Belgium for at most 3 months do only have to notify the city.

Please bear in mind!

In order to notify the city a student must have a residence address in that city.

A notification implies that the temporary residence address is announced upon declaration of the city. Consequently this does not lead to a subscription in the inhabitants’ register of the city. This means that the students don’t get a main residence (=domicile) in that city. Nor will a national register number be created.

This can lead to difficulties during certain administrative procedures:

§ Not possible to apply for a card to park car

§ No free admission to the municipal museums on Sunday morning (2 euro for – 26)

§ Sometime problems might show up when doing bank transactions

§ The student can only pass a driving test when he uses annex 33 and when he asks for a holder number:

· Application at the “Rijden” counter (civil affairs department) or via email (). In case of application via email it is recommended adding a scan of the application form (annex 33).

· The “Rijden” counter will apply for the number at the FOD Mobiliteit (Federal Government Service for Mobility)

· The student will receive the document via mail.

In general, following cases should not cause problems:

§ To apply for a cell-phone subscription (only payment via domiciliation)

§ To apply for an internet subscription (number of identity card is needed, not a national register number)

§ To apply for a Buzzy pass (public transport subscription): sole precondition, from 6 to 24 years, the student must be able to present the address of his digs and a copy of ID/passport

In order to work legally, the employer must report the presence of the student at the Belgian social security service. To this effect, he needs the national register number of the student. In case the student does not yet have a national register number, the presence of the student can be reported by means of his identification number of the social security service (INSZ), often abbreviated as creabis number. There are two ways to apply for this creabis number: the employer can make the application via www.sigedis.be, or the student can apply for the number via the city where he is (temporarily) registered.

Please bear in mind!

Sigedis cannot issue a creabis number to foreign jobstudents. The employer can proceed with the Dimona-notification without a creabis number if minimal identification data (name, given name, date and place of birth, gender, address) are available.. There is however an exception for foreign jobstudents who are employed as temporary worker in agriculture and horticulture: these students must apply for the creabis number via the city.

For further information please contact: tel. 02/212 02 55 or or www.sigedis.be

· Students who will be staying in Belgium for more than 3 months should normally be registered in the city.

Please bear in mind!

In order to register in the city, the student must have a residence address in that city.

Registration means that the address of residence will be registered as main place of residence (=domicile). A police officer will pass by to check whether the person concerned is really residing at that address.[2]

This will lead to enrolment in the population register of the city. A national register number will be created.

Enrolment is not possible for students residing less than 3 months in Belgium.

Students who will stay longer than 3 months in Belgium can on some occasions choose not to register in the city.

Basic principles with respect to the residence status as international student

The residence status of a student applies to non-Belgian nationals who have come to Belgium to follow a bachelor or master study or in order to pursue a (pre)graduate study.

Exchange students[3] and some trainees[4] are also eligible for this statute.

A preparatory study year is also eligible for this statute. This includes:

- seventh year of secondary education in preparation for studies of higher education[5]

- one year language course in an establishment organised, recognised or subsidised by Belgian authorities under the following conditions:

o Language course as preparation for studies of higher education (to start in the following academic year)

o Only language course Dutch, French or German allowed (no English) and this preparatory language course not allowed, if student will enroll for studies of higher education in English

o Preparatory language course only allowed for one year

Nationals of the European Union can also obtain a residence statute if they intend to follow higher secondary education.

The residence status of a student does not apply to non-Belgian nationals who have come to Belgium to pursue a post-doctoral study, a placement or research in view of a guest agreement. The residence legislation will consider them as migrant workers.

The residence conditions distinguish two major groups of foreign students:

1. EU-nationals and nationals of a country belonging to the European Economic Area

These persons should comply with the following guidelines:

• Possess an identity document (= passport or ID card)

• Registered in a branch of studies, as a regular student (diploma contract with at least 54 credits) or as an exchange student (diploma or credit contract)

• Main occupation: their studies (at least 12 hours/week)

• Study at an educational institution which is recognized, organized or subventioned by the Belgian state

• Possess sufficient means of subsistence and a health insurance

• Constitute no danger to the public health

• Constitute no danger to the public order or public safety

2. Third-country nationals (= persons without a nationality of a state belonging to the European Union or the European Economic Area)

These persons should comply with the following guidelines:

· Possess an identity document (= passport)

· Registered in a branch of studies of higher education (or a preparatory or complementary study year with at least 27 credits), as a full-time and regular student (diploma contract with at least 54 credits) or as an exchange student (diploma or credit contract)

· Study at an educational institution which is recognized, organized or subventioned by the Belgian state

· Possess sufficient means of subsistence to cover residence, study, repatriation and medical expenses

· for academic year 2015-2016 means of at least 617 Euro netto/month required

· proof of means of subsistence is possible in various ways: scholarship, sponsorship document (annex 32), study loan, etc.

· Constitute no danger to the public health

· Constitute no danger to the public order or public safety

Please bear in mind!

Due to a decision of the Belgian federal government as of 2th of March 2015 students are required to pay

an additional contribution covering administrative costs (retribution) for some residence applications (see further in this information document).

This contribution amounts to

· 160 euro (student who is enrolled in an educational establishment organised, accredited or subsidized by the government) or

· 215 euro (student who is enrolled in a private educational establishment)

Additional information as regards these residence conditions is to be found at https://dofi.ibz.be > staying (more than 3 months) > to study

Third-country nationals² possessing the status of long-term resident[6] in another EU-member state benefit from the same conditions as nationals from the European Union.

How to apply for a residence status?

The residence procedure distinguishes two major groups of foreign students:

1. EU-nationals and nationals of a country belonging to the European Economic Area1

There are residence procedures for a short stay (up to 4,5 months) and residence procedures for a long stay (more than 4,5 months).

2. Third-country nationals2

There are residence procedures for a short stay (up to 3 months) and procedures for a long stay (more than3 months).

Moreover, there are some particular residence procedures for both groups.

2. EU-nationals, nationals of a country belonging to the European Economic Area1

a. Short stay (max. 4,5 months)

a.1 General notification procedure

a.1.1 Notification of Arrival for 3 months

For whom?

EU-nationals and nationals of a country belonging to the European Economic Area who come to study in Ghent for a maximum of 3 months (e.g. Erasmus students) and who wish to maintain their primary residence (‘domicile’) in that country and who therefore do not want to be registered in a Belgian city.

How to apply?

Within 10 working days after their arrival in Belgium, the students report via email (). This mail should contain following information:

· subject: annex 3ter

· First name and last name of the student

· Nationality of the student

· Residence address in Ghent

· Length of the studies in Ghent

The students receive an email with an appointment in order to present all the necessary documents to the Migration Counter in the Administrative Centre Zuid or in a service centre. If all the necessary documents are ok, a residence document (annex 3ter) is issued.

The residential address of the student determines whether the application is processed by the Migration Counter in the Administrative Centre Zuid or by a service centre.

Or the students who reside outside the city centre (e.g. Nieuw-Gent district) report without an appointment at the competent service centre within 10 working days after their arrival in Belgium. Contact information of the service centres can be found further on in this information document.

For these students it is impossible to report online via the arrival form.

Which items to bring along?

· identity card or passport

· correct and fully completed residence address in Ghent

Please bear in mind!

Passport pictures are not required.

What will the students obtain?

A document Notification of Arrival (annex 3ter), valid for a maximum of 3 months. The students will receive this document immediately at the counter.

Please bear in mind!

This residence procedure does not lead to a registration in a Belgian city. The students will not be given a main place of residence (= domicile) in Ghent. This can be a problem to start certain other administrative procedures (see: Basic principles with respect to the registration as international student in a city).

Price?

Free of charge.

a.1.2 Notification of Arrival for 4,5 months

For whom?

EU-nationals and nationals of a country belonging to the European Economic Area1 who come to study in Ghent for a maximum of 4,5 months (e.g. Erasmus Students) and who do not want a primary residence (= ‘domicile’) in Belgium.

How to apply?

Within 10 working days after their arrival in Belgium, the students report via email (). This mail should contain following information:

• subject: annex 3ter

• First name and last name of the student

• Nationality of the student

• Residence address in Ghent

• Length of the studies in Ghent

The residential address of the student determines whether the application is processed by the Migration Counter in the Administrative Centre Zuid or by a service centre.

For these students it is impossible to report online via the arrival form.

Which items to bring along?

• identity card or passport

• enrolment certificate[7] issued by an educational institution in Belgium

• correct and fully completed residence address in Ghent

Please bear in mind!

Passport pictures are not required.

What will the students obtain?