You've chosen Ghent University: what's next?

We can’t wait to welcome you to our research and teaching community. You’ll not only enjoy a beautiful environment and the company of ambitious peers, you’ll also benefit from development opportunities, research support and a strong focus on health and well being.

Onboarding procedure for new employees

Once the selection is finished, an HR officer from the Personnel and Organization Department contacts the new employee to request personal information and specific documents. Based on this information, a contract or scholarship agreement can be drawn up and, for example, the salary can be determined.

International employees must also be informed about

  • about moving to Belgium and how best to organize it;
  • In addition, authorizations from the Belgian and Flemish authorities are sometimes needed to work and reside in Belgium and a visa may have to be applied for;
  • Upon arrival, the employee is expected to register in Belgium and complete a number of administrative tasks. A personal welcome is also provided.

Information about all these, and many more, is provided during the onboarding process for new employees. The intensity and guidance of the onboarding process depends on the type of employee.

Work permit requirements

Once you’ve accepted a position at Ghent University, there are specific immigration procedures  based on your nationality and the length of your stay that you must complete before coming to live and work in Belgium. It is the university’s responsibility as an employer to apply for the authorisations you need using information that you provide. It’s your responsibility to provide the requested translations of your official documents and make sure they are legalized or apostilled.

Single Permit

A relative new procedure to obtain proof to work and live in Belgium is in place: the Single Permit. The university’s HR department will get in touch with you regarding the needed documents and conditions once you’ve accepted an employment offer. Once the single permit is approved and you are still abroad, a single permit visa must be obtained. 

Entry visa

Once the single permit is granted, as a non EEA national, you must apply for a long stay visa to enter Belgium at the nearest Belgian embassy in your home country, which will be placed in your passport. Submit early – processing times may be long. For stays that not exceed 90 days a short stay visa might be required.

Travel and health insurance

It might be advised or required to obtain a travel and health insurance for yourself and your family before moving to Ghent. Ghent University offers an insurance package for international staff.

Diploma equivalencies

If your diplomas are non-European, you may have to get official proof that the foreign diploma has the same value as the equivalent diploma from Flanders. This is something you must do yourself, beginning with a certified, legalised translation of the documents. Read more about diploma equivalency procedures.

Ghent University supports your family well-being

Support to bring your family

If your family holds a NON-EEA nationality, visa procedures for family reunion will need to be started before they can move with you to Belgium. You may receive guidance, required documents and advice to start these procedures during your onboarding process.

Careers for partners

Ghent University strives to make the families of professorial and research staff feel right at home in their new city. DPO, in cooperation with VDAB, the Flemish Service for Employment and Vocational Training, offers classroom training to employee spouses and partners on working in Ghent and Belgium.

Support for daily living and childcare

From childcare and international schools and staff ironing services to banking, Ghent University supports you in many aspects of your daily life. Teleworking, part-time employment and different leave schemes are also possible.

Learn about university pregnancy policy and support

Finding a home: you have options

Life in Belgium is engaging, vibrant and affordable, and there are plenty short term  housing opportunities for yourself and your family offered by Ghent University. You can also find a living space on the private market via numerous real estate websites.

Preparing for your journey

All set to make the journey to Ghent? Arrange your travel plans and review the Ghent University faculty map to orient yourself in this lovely medieval city. 

Explore the different ways of traveling to Ghent, and learn more about the public transportation system in Belgium.