Housing for international guests, staff members and internship students

*** Dutch version here ***

Who?
Location?
Rent?
Conditions?
Changes and cancellations?
Applications?

Who is (international) staff?

    International (temporary) guests who are not (yet) known at Ghent University.

    • (exchange)PhD students
    • students at Ghent University with an internship (but not regulated within an exchange or diploma contract)
    • (future) Ghent University staff
    • (temporary) visitors

    Location available housing units

    Rental invoice

    • Please verify the rent for the correct academic year
    • If your guest is only renting for half a month, then half a month's rent will be charged.
    • The first invoice does not have to be paid until 3 weeks after check-in.
    • Rent is due from the start date of the contract. All general expenses (internet, water, electricity,...) are included in the rent.
    • The rent can, if desired, be settled internally by mentioning the WBS element at the time of application. While mentioned on the tenancy agreement, the tenant will not receive an invoice. No security deposit will be charged in case of an internal settlement as well: any expenses for damages will be invoiced afterwards. 

      Changes on the payment method (to and from an internal settlement) are not possible after a reservation has been drawn up.

    Conditions of application

    Rental period

      • The rental period for a studio is min. 2 weeks and max. 6 months. The rental period for flats is 6 months as well, no extension possible.
      • It is only possible to rent for a minimum of half a month
      • Check-in is not possible during weekends, with the exception of the months of February and September.

      Changes and cancellations

      • If you have noticed an error in the form or you wish to change your registration, please respond as soon as possible to the automatic summary you have received or contact accommodatie@ugent.be. Until you receive confirmation of accommodation, you will NOT be allocated a housing unit and you can still cancel or change your registration free of charge.
      • Once the reservation has been confirmed (via a confirmation email), cancellations are only free up to 3 months before the start date of the requested period.
        Only in the event of unforeseen visa problems (only timely started applications), the rental period can be adjusted once within these three months, free of charge, provided this is reported to the Housing Department in a timely manner (at least 2 weeks before the start date of the reservation).
      • If you wish to change the rental period, you must notify us at least 1 month before the already noted start date. Requests to change the rental period will not be accepted after this deadline and rent will be due from the original start date.

      • In the event you cancel the application after the application has been assigned by the Housing Office (the applicant and visitor will receive confirmation of accommodation via email), a cancellation fee of 100 euro is due if the Housing Office was notified more than two weeks but less than three months before the start of the reservation.

        An exemption is provided for applicants who will not meet the eligibility requirements to rent a housing unit in the academic year for which they are applying (or in case of unexpected issues in a timely started visum application) and notify the Housing Office in a timely manner.

      • If a reservation is canceled within two weeks before the effective date of the agreement, or in the event of a no-show, an additional fee of 2 weeks' rent will be charged on top of the 100 euro cancellation fee. An exemption is only possible if there is proof of force majeure. This does not include a visa procedure that has not been started on time.
      • If the agreement has already been signed, cancellation within three months before the effective date of the agreement will result in a termination fee of 2 months' rent. Cancellations notified more than three months before the starting date of the agreement are free of charge.
        An exemption on the cancellation fee of 2 months' rent is granted for applicants who will not meet the admission requirements to rent a residential unit in the academic year for which they submit the application (not admitted to Ghent University, withdrawn academic mobility...)
      • From the starting date of the rental contract, you (or the tenant) can terminate the contract if the tenant terminates his registration at Ghent University. The notice period is 1 month. Termination must be sent by email to the Housing Office stating the reason and enclosing the necessary supporting documents. The 1 month notice period starts on the 1st day of the rental month following the receipt of the mail or letter.

      Applying for a housing unit

      • All applications for international staff and visitors are made by the departments;
        PhD-students however (whichever enrolment or scolarship) have to apply through OASIS themselves

      • Please read the application requirements before submitting a request.

        Please indicate clearly whether the stay is paid for by the staff member himself/herself or by the department. Changes to this are not possible afterwards.

      • The UGent account can already be created for a new staff member up to three months before the start of the employment through proper registration with DPO.

        Without this pre-registration through the departments, the guest will not be able to access the Internet in the homes and other University buildings.

      • An application can be made by someone in the department, using one of the application forms below.

       

      Which target group and which application forms

      • PhD-students (all types and scolars) (with or without a Dehoussebeurs) are not considered as staff-members for Housing-applications, but only as students.
        PhD-students get a "Letter of Admission" and must submit their room application themselves via the OASIS application for (exchange)PhD students to start up their enrolment at UGent (and apply for Housing in the same context).

      Only the PhD-student can apply through OASIS

      • Domestic and foreign visitors from other universities (staff or otherwise) who do not spend more than 90 days at Ghent University are considered visitors.
        This is possible in the context of (and sometimes financed within) a scientific exchange project and applies to staff members of other organizations who are temporarily staying at Ghent University for consultation or the implementation of a joint project with a Ghent University promoter.

        However, students with an enrolment or exchange program at Ghent University can never receive a visitor card, or housing through this app.
        If they have a "Letter of Admission"  they will have to apply themselves via the OASIS-application. 

      Accommodation through Visitors Card Application (by Faculty only)

      • All other (not at UGent enrolled) guests at Ghent University, as well as regular (future) staff-members
        • Independent Academic Personnel (ZAP)
        • Administrative & Technical Personnel (ATP)
        • Scientific Staff (Scientific Fellow, IOF fellowship holder), except doctoral fellows (PhD-students)!
        • Postdoctoral researchers (postdoc fellows, research fellows (even with external fellowship)
        • External personnel (UZ proxies, affiliated researchers...) 
        • Students with a (UGent) internship, not regulated through an exchange program or enrolled course (ECTS), (through DPO as affiliated staff)

      The above mentioned affiliated guests are - for housing applications - defined as target group staff member. As a faculty, you can find the correct form to submit a housing application in their behalf below. Please note: a staff-member (of the receiving faculty or department) needs to sign off on the application, not the applicants themselves!

      Application form ("staff" only)

      Please mention which type of living unit (flat) is requested.

      Contact

      If you would like to check the next available period, please send us this standard message.
      For more information regarding staff housing requests, please email       .