Roadmap for international PhD researchers
A helping hand to a smooth integration into Ghent University, Ghent, Flanders and Belgium Phase 5: Pre-arrival
This step by step plan will lead you on your way to our top university in the heart of Europe.
Proceed
I will join Ghent University as a ...
Exchange or visiting PhD candidate
Full or degree seeking PhD candidate
Roadmap Full PhD candidate
to succesfully starting a PhD @ Ghent University
5. Pre-arrival
1. Pre-registration
3. Pre-enrolment
7. Post-arrival
2. Registration
4. Enrolment
6. Arrival
Full PhD or degree seeking PhD
Depending on the funding source of your PhD salary, stipend or scholarship, you will be registered exclusively as a PhD candidate or might also be registered as a scholarship holder or an employee. Knowing this status is essential in receiving the accurate information on insurance, visa, ...
I am or will be ...
Candidate only
I don't know
Candidate and employee
Candidate with Ghent University scholarship
In doubt about the funding source of my PhD salary, scholarship or stipend?
If the funding source of your PhD salary, scholarship or stipend is not connected to Ghent University, you will most likely be exclusively a PhD candidate. In doubt please contact your promotor and ask about your future status at Ghent University. Ask whether you will solely be registered as a PhD candidate or also as a scholarship holder or as an employee.
Please complete our questionnaire and checklist to be fully prepared for your trip and stay
At the end of the questionnaire and checklist, you will be able to download a pdf-version.
Next
I have a letter of admission (full PhD)
No
Yes
Why do I need a letter of admission?
Official enrolment at Ghent University is only possible for full PhD with a valid a letter of admission. This document is also necessary if a visa is needed.
Go to pre-registration page
I have enrolled online
No
Yes
I secured sufficient means for my stay in Belgium
I don't know
Yes
I have arranged a visa
I need help
I don't need one
Yes
I have arranged housing
No
Yes
Why arrange housing before your arrival?
The demand for housing, especially for international students, PhD candidates and staff, often exceeds the available supply. Without securing accommodation in advance, you may struggle to find a suitable place upon arrival.
Ghent University housing
Private rental market
I have discussed my travel time and date with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss your travel time and date with your supervisor or the supporting staff of your supervisor?
Your supervisor and/or the supporting staff can advise you on suitable times and dates that will not amongst others interfere with national or Ghent University holidays. Further they have a better view on the next steps in your journey in relation to connecting trains, opening hours of your hostel, ... .
I have discussed the time and date of my first day at work with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss the time and date of your first day at the office with your supervisor or the supporting staff of your supervisor?
To ensure your supervisor can arrange a warm welcome, please confirm the time and date of your first day at the office. You will also receive information on how to reach the meeting point and how to receive your student card.
More information abour the student card
Tips, tricks and useful links to plan your trip and which important documents and items to bring with you.
Next
Tips and tricks 1/ Plan your trip
Plan your travel from your place of arrival to the city of Ghent, Kortrijk, Bruges or Ostend. For more information please go to https://www.rome2rio.com/ or visit the websites of the public transportation.
Trains: https://www.belgiantrain.be/en/
Buses in Flanders and Brussels: https://www.delijn.be/en/
Buses in Wallonia and Brussels: https://www.letec.be/en
Metro in Brussels: https://www.stib-mivb.be/home
Next
Tips and tricks 2/ Important documents to bring with you!
- Visa- Passport - Birth certificate - Diplomas - Proof of travel insurance - Marriage certificate (if applicable) ! Make sure to have printed versions as well as digital versions !
Next
Tips and tricks 3/ What to bring?
- If you own a smartphone check whether it is not SIM-locked. You can have a working SIM upon arrival in Belgium. For more information go to https://www.airalo.com/
- A type E travel adapter plug, also called the European plug. This is the standard type of socket in Belgium, characterized by two round pins and a hole for an earth pin at the top
Next
Tips and tricks 3/ What to bring?
- Need medication? Take enough medication with you for the first weeks and provide an English summary of your medical history and an overview of the vaccinations received - Some passport photos (white background, don't smile) - A small amount of cash or a credit card (Visa or Mastercard) that works in Belgium
Next
Please read the checklist we have created to prepare you for your first meeting with your supervisor or the supporting staff of your supervisor
Next
Checklist first meeting 1/3
Start the academic Onboarding track for PhD Candidates in UFORA.ugent.be
Get information on:☐ The structure of Ghent University, the Faculty and the Department☐ How to access buildings and rooms ☐ Wellbeing at Ghent University
Next
Checklist first meeting 2/3
Make the necessary arrangements in relation to: ☐ Office hours
☐ Coffee breaks
☐ Telework
☐ Communication channels
Next
Checklist first meeting 3/3
Get an explanation on IT related matters: ☐ Internet access ☐ VPN connection
☐ Access to SharePoint/other software ☐ Access to printers ☐ TimeEdit
☐ Ufora ☐ Oasis
☐ Phonebook
☐ Athena ☐ SAP MyApps
Download the questionnaire and first meeting checklist
Please complete our questionnaire and checklist to be fully prepared for your trip and stay
At the end of the questionnaire and checklist, you will be able to download a pdf-version.
Next
I have a letter of admission (full PhD)
No
Yes
Why do I need a letter of admission?
Official enrolment at Ghent University is only possible for full PhD with a valid a letter of admission. This document is also necessary if a visa is needed.
Go to pre-registration page
I have enrolled online
No
Yes
I secured sufficient means for my stay in Belgium
I don't know
Yes
I have arranged a visa
I need help
I don't need one
Yes
I have arranged housing
No
Yes
Why arrange housing before your arrival?
The demand for housing, especially for international students, PhD candidates and staff, often exceeds the available supply. Without securing accommodation in advance, you may struggle to find a suitable place upon arrival.
Ghent University housing
Private rental market
I have discussed my travel time and date with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss your travel time and date with your supervisor or the supporting staff of your supervisor?
Your supervisor and/or the supporting staff can advise you on suitable times and dates that will not amongst others interfere with national or Ghent University holidays. Further they have a better view on the next steps in your journey in relation to connecting trains, opening hours of your hostel, ... .
I have discussed the time and date of my first day at work with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss the time and date of your first day at work with your supervisor or the supporting staff of your supervisor?
To ensure your supervisor can arrange a warm welcome, please confirm the time and date of your first day at work. You will also receive information on how to reach the meeting point and how to receive your student card.
More information about the student card
Tips, tricks and useful links to plan your trip and which important documents and items to bring with you.
Next
Tips and tricks 1/ Plan your trip
Plan your travel from your place of arrival to the city of Ghent, Kortrijk, Bruges or Ostend. For more information please go to https://www.rome2rio.com/ or visit the websites of the public transportation.
Trains: https://www.belgiantrain.be/en/
Buses in Flanders and Brussels: https://www.delijn.be/en/
Buses in Wallonia and Brussels: https://www.letec.be/en
Metro in Brussels: https://www.stib-mivb.be/home
Next
Tips and tricks 2/ Important documents to bring with you!
- Visa- Passport - Birth certificate - Diplomas - Proof of travel insurance - Marriage certificate (if applicable) ! Make sure to have printed versions as well as digital versions !
Next
Tips and tricks 3/ What to bring?
- If you own a smartphone check whether it is not SIM-locked. You can have a working SIM upon arrival in Belgium. For more information go to https://www.airalo.com/
- A type E travel adapter plug, also called the European plug. This is the standard type of socket in Belgium, characterized by two round pins and a hole for an earth pin at the top
Next
Tips and tricks 3/ What to bring?
- Need medication? Take enough medication with you for the first weeks and provide an English summary of your medical history and an overview of the vaccinations received - Some passport photos (white background, don't smile) - A small amount of cash or a credit card (Visa or Mastercard) that works in Belgium
Next
Please read the checklist we have created to prepare you for your first meeting with your supervisor or the supporting staff of your supervisor
Next
Checklist first meeting 1/3
Start the academic Onboarding track for PhD Candidates in UFORA.ugent.be
Get information on:☐ The structure of Ghent University, the Faculty and the Department☐ How to access buildings and rooms ☐ Wellbeing at Ghent University
Next
Checklist first meeting 2/3
Make the necessary arrangements in relation to: ☐ Office hours
☐ Coffee breaks
☐ Telework
☐ Communication channels
Next
Checklist first meeting 3/3
Get an explanation on IT related matters: ☐ Internet access ☐ VPN connection
☐ Access to SharePoint/other software ☐ Access to printers ☐ TimeEdit
☐ Ufora ☐ Oasis
☐ Phonebook
☐ Athena ☐ SAP MyApps
Download the questionnaire and first meeting checklist
I am or will be ...
Assistant Academic Staff
Research Staff
I don't know
In doubt about the funding source of my PhD salary, scholarship or stipend?
If the funding source of your PhD salary, scholarship or stipend is not connected to Ghent University, you will most likely be exclusively a PhD candidate. In doubt please contact your promotor and ask about your future status at Ghent University. Ask whether you will solely be registered as a PhD candidate or also as a scholarship holder or as an employee.
The funding source of my PhD salary
The funding source of your PhD salary is connected to Ghent University and you will be contacted by our HR department. You will be registered as a PhD candidate and also as Assistant Academic Staff. In doubt please contact your promotor and ask about your future status at Ghent University. Ask whether you will solely be registered as a PhD candidate or as Assistant Academic Staff.
Please complete our questionnaire and checklist to be fully prepared for your trip and stay
At the end of the questionnaire and checklist, you will be able to download a pdf-version.
Next
I have a letter of admission (full PhD)
No
Yes
Why do I need a letter of admission?
Official enrolment at Ghent University is only possible for full PhD with a valid a letter of admission. This document is also necessary if a visa is needed.
Go to pre-registration page
I have enrolled online
No
Yes
I secured sufficient means for my stay in Belgium
I don't know
Yes
I have arranged a visa
I need help
I don't need one
Yes
I have arranged housing
No
Yes
Why arrange housing before your arrival?
The demand for housing, especially for international students, PhD candidates and staff, often exceeds the available supply. Without securing accommodation in advance, you may struggle to find a suitable place upon arrival.
Ghent University housing
Private rental market
I have discussed my travel time and date with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss your travel time and date with your supervisor or the supporting staff of your supervisor?
Your supervisor and/or the supporting staff can advise you on suitable times and dates that will not amongst others interfere with national or Ghent University holidays. Further they have a better view on the next steps in your journey in relation to connecting trains, opening hours of your hostel, ... .
I have discussed the time and date of my first day at the office with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss the time and date of your first day at work with your supervisor or the supporting staff of your supervisor?
To ensure your supervisor can arrange a warm welcome, please confirm the time and date of your first day at the office. You will also receive information on how to reach the meeting point and how to receive your student card.
More information about the student card
I have informed the international staff office of the date of my first day at the office
No
Yes
Why inform the international staff office of the date of your first day at the office?
The international staff office will make sure that this date is correct in your appointment and the salary calculation will be done accordingly.
I have a time and date to sign the paperwork in relation to my appointment at Ghent University and pick up my staff card.
No
Yes
Why make an appointment?
In order to arrange a warm welcome and prepare the documents, we kindly ask you to make an appointment with our welcome team by emailing them at welcome.hr@ugent.be. Please note that you will also receive a student card via your supervisor or the supporting staff of your supervisor.
More information on my student card
Tips, tricks and useful links to plan your trip and which important documents and items to bring with you.
Next
Tips and tricks 1/ Plan your trip
Plan your travel from your place of arrival to the city of Ghent, Kortrijk, Bruges or Ostend. For more information please go to https://www.rome2rio.com/ or visit the websites of the public transportation.
Trains: https://www.belgiantrain.be/en/
Buses in Flanders and Brussels: https://www.delijn.be/en/
Buses in Wallonia and Brussels: https://www.letec.be/en
Metro in Brussels: https://www.stib-mivb.be/home
Next
Tips and tricks 2/ Important documents to bring with you!
- Visa- Passport - Birth certificate - Diplomas - Proof of travel insurance - Marriage certificate (if applicable) ! Make sure to have printed versions as well as digital versions !
Next
Tips and tricks 3/ What to bring?
- If you own a smartphone check whether it is not SIM-locked. You can have a working SIM upon arrival in Belgium. For more information go to https://www.airalo.com/
- A type E travel adapter plug, also called the European plug. This is the standard type of socket in Belgium, characterized by two round pins and a hole for an earth pin at the top
Next
Tips and tricks 3/ What to bring?
- Need medication? Take enough medication with you for the first weeks and provide an English summary of your medical history and an overview of the vaccinations received - Some passport photos (white background, don't smile) - A small amount of cash or a credit card (Visa or Mastercard) that works in Belgium
Next
Please read the checklist we have created to prepare you for your first meeting with your supervisor or the supporting staff of your supervisor
Next
Checklist first meeting 1/3
Start the academic Onboarding track for PhD Candidates in UFORA.ugent.be
Get information on:☐ The structure of Ghent University, the Faculty and the Department☐ How to access buildings and rooms ☐ Wellbeing at Ghent University
Next
Checklist first meeting 2/3
Make the necessary arrangements in relation to: ☐ Office hours
☐ Coffee breaks
☐ Telework
☐ Communication channels
Next
Checklist first meeting 3/3
Get an explanation on IT related matters: ☐ Internet access ☐ VPN connection
☐ Access to SharePoint/other software ☐ Access to printers ☐ TimeEdit
☐ Ufora ☐ Oasis
☐ Phonebook
☐ Athena ☐ SAP MyApps
Download the questionnaire and first meeting checklist
The funding source of my PhD salary
The funding source of your PhD salary is connected to Ghent University and you will be contacted by our HR department. You will be registered as a PhD candidate and also as Research Staff. In doubt please contact your promotor and ask about your future status at Ghent University. Ask whether you will solely be registered as a PhD candidate or as Research Staff.
Please complete our questionnaire and checklist to be fully prepared for your trip and stay
At the end of the questionnaire and checklist, you will be able to download a pdf-version.
Next
I have a letter of admission (full PhD)
No
Yes
Why do I need a letter of admission?
Official enrolment at Ghent University is only possible for full PhD with a valid a letter of admission. This document is also necessary if a visa is needed.
Go to pre-registration page
I have enrolled online
No
Yes
I secured sufficient means for my stay in Belgium
I don't know
Yes
I have arranged a visa
I need help
I don't need one
Yes
I have arranged housing
No
Yes
Why arrange housing before your arrival?
The demand for housing, especially for international students, PhD candidates and staff, often exceeds the available supply. Without securing accommodation in advance, you may struggle to find a suitable place upon arrival.
Ghent University housing
Private rental market
I have discussed my travel time and date with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss your travel time and date with your supervisor or the supporting staff of your supervisor?
Your supervisor and/or the supporting staff can advise you on suitable times and dates that will not amongst others interfere with national or Ghent University holidays. Further they have a better view on the next steps in your journey in relation to connecting trains, opening hours of your hostel, ... .
I have discussed the time and date of my first day at the office with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss the time and date of your first day at work with your supervisor or the supporting staff of your supervisor?
To ensure your supervisor can arrange a warm welcome, please confirm the time and date of your first day at the office. You will also receive information on how to reach the meeting point and how to receive your student card.
More information about the student card
I have informed the international staff office of the date of my first day at the office
No
Yes
Why inform the international staff office of the date of your first day at the office?
The international staff office will make sure that this date is correct in your contract and the salary calculation will be done accordingly.
I have a time and date to pick up my staff card.
No
Yes
Why have an appointment?
In order to arrange a warm welcome, you will be invited by the welcome team. Please note that you will also receive a student card.
More information on my student card
Tips, tricks and useful links to plan your trip and which important documents and items to bring with you.
Next
Tips and tricks 1/ Plan your trip
Plan your travel from your place of arrival to the city of Ghent, Kortrijk, Bruges or Ostend. For more information please go to https://www.rome2rio.com/ or visit the websites of the public transportation.
Trains: https://www.belgiantrain.be/en/
Buses in Flanders and Brussels: https://www.delijn.be/en/
Buses in Wallonia and Brussels: https://www.letec.be/en
Metro in Brussels: https://www.stib-mivb.be/home
Next
Tips and tricks 2/ Important documents to bring with you!
- Visa- Passport - Birth certificate - Diplomas - Proof of travel insurance - Marriage certificate (if applicable) ! Make sure to have printed versions as well as digital versions !
Next
Tips and tricks 3/ What to bring?
- If you own a smartphone check whether it is not SIM-locked. You can have a working SIM upon arrival in Belgium. For more information go to https://www.airalo.com/
- A type E travel adapter plug, also called the European plug. This is the standard type of socket in Belgium, characterized by two round pins and a hole for an earth pin at the top
Next
Tips and tricks 3/ What to bring?
- Need medication? Take enough medication with you for the first weeks and provide an English summary of your medical history and an overview of the vaccinations received - Some passport photos (white background, don't smile) - A small amount of cash or a credit card (Visa or Mastercard) that works in Belgium
Next
Please read the checklist we have created to prepare you for your first meeting with your supervisor or the supporting staff of your supervisor
Next
Checklist first meeting 1/3
Start the academic Onboarding track for PhD Candidates in UFORA.ugent.be
Get information on:☐ The structure of Ghent University, the Faculty and the Department☐ How to access buildings and rooms ☐ Wellbeing at Ghent University
Next
Checklist first meeting 2/3
Make the necessary arrangements in relation to: ☐ Office hours
☐ Coffee breaks
☐ Telework
☐ Communication channels
Next
Checklist first meeting 3/3
Get an explanation on IT related matters: ☐ Internet access ☐ VPN connection
☐ Access to SharePoint/other software ☐ Access to printers ☐ TimeEdit
☐ Ufora ☐ Oasis
☐ Phonebook
☐ Athena ☐ SAP MyApps
Download the questionnaire and first meeting checklist
Roadmap Exhange PhD candidate
to succesfully starting an exchange PhD placement @ Ghent University
5. Pre-arrival
3. Pre-enrolment
1. Pre-registration
7. Post-arrival
2. Registration
4. Enrolment
6. Arrival
Please complete our questionnaire and checklist to be fully prepared for your trip and stay
At the end of the questionnaire and checklist, you will be able to download a pdf-version.
Next
I have a letter of invitation (exchange or visiting PhD)
No
Yes
Why do I need a letter of invitation?
Official enrolment at Ghent University is only possible with a valid letter of invitation for exchange or visiting PhD. These documents are also necessary if a visa is needed.
Go to preregistration page
I secured sufficient means for my stay in Belgium
I don't know
Yes
I have arranged a visa
I need help
I don't need one
Yes
I have arranged housing
No
Yes
Why arrange housing before your arrival?
The demand for housing, especially for international students, PhD candidates and staff, often exceeds the available supply. Without securing accommodation in advance, you may struggle to find a suitable place upon arrival.
Ghent University housing
Private rental market
I have discussed my travel time and date with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss your travel time and date with your supervisor or the supporting staff of your supervisor?
Your supervisor and/or the supporting staff can advise you on suitable times and dates that will not amongst others interfere with national or Ghent University holidays. Further more they have a better view on the next steps in your journey in relation to connecting trains, opening hours of your hostel, ... .
I have discussed the time and date of my first day at the office with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss the time and date of your first day at work with your supervisor or the supporting staff of your supervisor?
To ensure your supervisor can arrange a warm welcome, please confirm the time and date of your first day at the office. You will also receive information on how to reach the meeting point.
I have a time and date to pick up my student card.
No
Yes
More information on my student card
Why pick up your student card?
These card are usefull in many ways:- You are able to identify yourself when on campus - You can eat at one of the many restaurants at Ghent University - ...
More information on my student card
Tips, tricks and useful links to plan your trip and which important documents and items to bring with you.
Next
Tips and tricks 1/ Plan your trip
Plan your travel from your place of arrival to the city of Ghent, Kortrijk, Bruges or Ostend. For more information please go to https://www.rome2rio.com/ or visit the websites of the public transportation.
Trains: https://www.belgiantrain.be/en/
Buses in Flanders and Brussels: https://www.delijn.be/en/
Buses in Wallonia and Brussels: https://www.letec.be/en
Metro in Brussels: https://www.stib-mivb.be/home
Next
Tips and tricks 2/ Important documents to bring with you!
- Visa (if needed)- Passport - Proof of travel insurance ! Make sure to have printed versions as well as digital versions !
Next
Tips and tricks 3/ What to bring?
- If you own a smartphone check whether it is not SIM-locked. You can have a working SIM upon arrival in Belgium. For more information go to https://www.airalo.com/
- A type E travel adapter plug, also called the European plugs. This is the standard type of socket in Belgium, characterized by two round pins and a hole for an earth pin at the top
Next
Tips and tricks 3/ What to bring?
- Need medication? Take enough medication with you for the first weeks and provide an English summary of your medical history and an overview of the vaccinations received - Some passport photos (white background, don't smile) - A small amount of cash or a credit card (visa or maestro card) that works in Belgium
Next
Please read the checklist we have created to prepare you for your first meeting with your supervisor or the supporting staff of your supervisor
Next
Checklist first meeting 1/3
Get information on:☐ The structure of Ghent University, the Faculty and the Department☐ How to access buildings and rooms ☐ Wellbeing at Ghent University
Next
Checklist first meeting 2/3
Make the necessary arrangements in relation to: ☐ Office hours
☐ Coffee breaks
☐ Telework
☐ Communication channels
Next
Checklist first meeting 3/3
Get an explanation on IT related matters: ☐ Internet access ☐ VPN connection
☐ Access to SharePoint/other software ☐ Access to printers ☐ TimeEdit
☐ Ufora ☐ Oasis ☐ Athena
Download the questionnaire and first meeting checklist
How to take the next step?
Once you are enrolled, you receive your Login name and password. With this you can access our UFORA-learning platform and start the onboarding trajectory in the course Onboarding PhD candidates - XX00002.
For any other questions please get in touch with us.
Support international PhD researchers
Contact us!
Always state the phase you are in on the roadmap to Ghent University, as well as your full name and if applicable the name of your promotor or faculty contact.
Phase 5: Pre-arrival - International Researchers Guide
Pieter Pauwels
Created on June 24, 2024
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Transcript
Roadmap for international PhD researchers
A helping hand to a smooth integration into Ghent University, Ghent, Flanders and Belgium Phase 5: Pre-arrival
This step by step plan will lead you on your way to our top university in the heart of Europe.
Proceed
I will join Ghent University as a ...
Exchange or visiting PhD candidate
Full or degree seeking PhD candidate
Roadmap Full PhD candidate
to succesfully starting a PhD @ Ghent University
5. Pre-arrival
1. Pre-registration
3. Pre-enrolment
7. Post-arrival
2. Registration
4. Enrolment
6. Arrival
Full PhD or degree seeking PhD
Depending on the funding source of your PhD salary, stipend or scholarship, you will be registered exclusively as a PhD candidate or might also be registered as a scholarship holder or an employee. Knowing this status is essential in receiving the accurate information on insurance, visa, ...
I am or will be ...
Candidate only
I don't know
Candidate and employee
Candidate with Ghent University scholarship
In doubt about the funding source of my PhD salary, scholarship or stipend?
If the funding source of your PhD salary, scholarship or stipend is not connected to Ghent University, you will most likely be exclusively a PhD candidate. In doubt please contact your promotor and ask about your future status at Ghent University. Ask whether you will solely be registered as a PhD candidate or also as a scholarship holder or as an employee.
Please complete our questionnaire and checklist to be fully prepared for your trip and stay
At the end of the questionnaire and checklist, you will be able to download a pdf-version.
Next
I have a letter of admission (full PhD)
No
Yes
Why do I need a letter of admission?
Official enrolment at Ghent University is only possible for full PhD with a valid a letter of admission. This document is also necessary if a visa is needed.
Go to pre-registration page
I have enrolled online
No
Yes
I secured sufficient means for my stay in Belgium
I don't know
Yes
I have arranged a visa
I need help
I don't need one
Yes
I have arranged housing
No
Yes
Why arrange housing before your arrival?
The demand for housing, especially for international students, PhD candidates and staff, often exceeds the available supply. Without securing accommodation in advance, you may struggle to find a suitable place upon arrival.
Ghent University housing
Private rental market
I have discussed my travel time and date with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss your travel time and date with your supervisor or the supporting staff of your supervisor?
Your supervisor and/or the supporting staff can advise you on suitable times and dates that will not amongst others interfere with national or Ghent University holidays. Further they have a better view on the next steps in your journey in relation to connecting trains, opening hours of your hostel, ... .
I have discussed the time and date of my first day at work with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss the time and date of your first day at the office with your supervisor or the supporting staff of your supervisor?
To ensure your supervisor can arrange a warm welcome, please confirm the time and date of your first day at the office. You will also receive information on how to reach the meeting point and how to receive your student card.
More information abour the student card
Tips, tricks and useful links to plan your trip and which important documents and items to bring with you.
Next
Tips and tricks 1/ Plan your trip
Plan your travel from your place of arrival to the city of Ghent, Kortrijk, Bruges or Ostend. For more information please go to https://www.rome2rio.com/ or visit the websites of the public transportation.
Trains: https://www.belgiantrain.be/en/
Buses in Flanders and Brussels: https://www.delijn.be/en/
Buses in Wallonia and Brussels: https://www.letec.be/en
Metro in Brussels: https://www.stib-mivb.be/home
Next
Tips and tricks 2/ Important documents to bring with you!
- Visa- Passport - Birth certificate - Diplomas - Proof of travel insurance - Marriage certificate (if applicable) ! Make sure to have printed versions as well as digital versions !
Next
Tips and tricks 3/ What to bring?
- If you own a smartphone check whether it is not SIM-locked. You can have a working SIM upon arrival in Belgium. For more information go to https://www.airalo.com/
- A type E travel adapter plug, also called the European plug. This is the standard type of socket in Belgium, characterized by two round pins and a hole for an earth pin at the top
Next
Tips and tricks 3/ What to bring?
- Need medication? Take enough medication with you for the first weeks and provide an English summary of your medical history and an overview of the vaccinations received - Some passport photos (white background, don't smile) - A small amount of cash or a credit card (Visa or Mastercard) that works in Belgium
Next
Please read the checklist we have created to prepare you for your first meeting with your supervisor or the supporting staff of your supervisor
Next
Checklist first meeting 1/3
Start the academic Onboarding track for PhD Candidates in UFORA.ugent.be
Get information on:☐ The structure of Ghent University, the Faculty and the Department☐ How to access buildings and rooms ☐ Wellbeing at Ghent University
Next
Checklist first meeting 2/3
Make the necessary arrangements in relation to: ☐ Office hours ☐ Coffee breaks ☐ Telework ☐ Communication channels
Next
Checklist first meeting 3/3
Get an explanation on IT related matters: ☐ Internet access ☐ VPN connection ☐ Access to SharePoint/other software ☐ Access to printers ☐ TimeEdit
☐ Ufora ☐ Oasis ☐ Phonebook ☐ Athena ☐ SAP MyApps
Download the questionnaire and first meeting checklist
Please complete our questionnaire and checklist to be fully prepared for your trip and stay
At the end of the questionnaire and checklist, you will be able to download a pdf-version.
Next
I have a letter of admission (full PhD)
No
Yes
Why do I need a letter of admission?
Official enrolment at Ghent University is only possible for full PhD with a valid a letter of admission. This document is also necessary if a visa is needed.
Go to pre-registration page
I have enrolled online
No
Yes
I secured sufficient means for my stay in Belgium
I don't know
Yes
I have arranged a visa
I need help
I don't need one
Yes
I have arranged housing
No
Yes
Why arrange housing before your arrival?
The demand for housing, especially for international students, PhD candidates and staff, often exceeds the available supply. Without securing accommodation in advance, you may struggle to find a suitable place upon arrival.
Ghent University housing
Private rental market
I have discussed my travel time and date with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss your travel time and date with your supervisor or the supporting staff of your supervisor?
Your supervisor and/or the supporting staff can advise you on suitable times and dates that will not amongst others interfere with national or Ghent University holidays. Further they have a better view on the next steps in your journey in relation to connecting trains, opening hours of your hostel, ... .
I have discussed the time and date of my first day at work with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss the time and date of your first day at work with your supervisor or the supporting staff of your supervisor?
To ensure your supervisor can arrange a warm welcome, please confirm the time and date of your first day at work. You will also receive information on how to reach the meeting point and how to receive your student card.
More information about the student card
Tips, tricks and useful links to plan your trip and which important documents and items to bring with you.
Next
Tips and tricks 1/ Plan your trip
Plan your travel from your place of arrival to the city of Ghent, Kortrijk, Bruges or Ostend. For more information please go to https://www.rome2rio.com/ or visit the websites of the public transportation.
Trains: https://www.belgiantrain.be/en/
Buses in Flanders and Brussels: https://www.delijn.be/en/
Buses in Wallonia and Brussels: https://www.letec.be/en
Metro in Brussels: https://www.stib-mivb.be/home
Next
Tips and tricks 2/ Important documents to bring with you!
- Visa- Passport - Birth certificate - Diplomas - Proof of travel insurance - Marriage certificate (if applicable) ! Make sure to have printed versions as well as digital versions !
Next
Tips and tricks 3/ What to bring?
- If you own a smartphone check whether it is not SIM-locked. You can have a working SIM upon arrival in Belgium. For more information go to https://www.airalo.com/
- A type E travel adapter plug, also called the European plug. This is the standard type of socket in Belgium, characterized by two round pins and a hole for an earth pin at the top
Next
Tips and tricks 3/ What to bring?
- Need medication? Take enough medication with you for the first weeks and provide an English summary of your medical history and an overview of the vaccinations received - Some passport photos (white background, don't smile) - A small amount of cash or a credit card (Visa or Mastercard) that works in Belgium
Next
Please read the checklist we have created to prepare you for your first meeting with your supervisor or the supporting staff of your supervisor
Next
Checklist first meeting 1/3
Start the academic Onboarding track for PhD Candidates in UFORA.ugent.be
Get information on:☐ The structure of Ghent University, the Faculty and the Department☐ How to access buildings and rooms ☐ Wellbeing at Ghent University
Next
Checklist first meeting 2/3
Make the necessary arrangements in relation to: ☐ Office hours ☐ Coffee breaks ☐ Telework ☐ Communication channels
Next
Checklist first meeting 3/3
Get an explanation on IT related matters: ☐ Internet access ☐ VPN connection ☐ Access to SharePoint/other software ☐ Access to printers ☐ TimeEdit
☐ Ufora ☐ Oasis ☐ Phonebook ☐ Athena ☐ SAP MyApps
Download the questionnaire and first meeting checklist
I am or will be ...
Assistant Academic Staff
Research Staff
I don't know
In doubt about the funding source of my PhD salary, scholarship or stipend?
If the funding source of your PhD salary, scholarship or stipend is not connected to Ghent University, you will most likely be exclusively a PhD candidate. In doubt please contact your promotor and ask about your future status at Ghent University. Ask whether you will solely be registered as a PhD candidate or also as a scholarship holder or as an employee.
The funding source of my PhD salary
The funding source of your PhD salary is connected to Ghent University and you will be contacted by our HR department. You will be registered as a PhD candidate and also as Assistant Academic Staff. In doubt please contact your promotor and ask about your future status at Ghent University. Ask whether you will solely be registered as a PhD candidate or as Assistant Academic Staff.
Please complete our questionnaire and checklist to be fully prepared for your trip and stay
At the end of the questionnaire and checklist, you will be able to download a pdf-version.
Next
I have a letter of admission (full PhD)
No
Yes
Why do I need a letter of admission?
Official enrolment at Ghent University is only possible for full PhD with a valid a letter of admission. This document is also necessary if a visa is needed.
Go to pre-registration page
I have enrolled online
No
Yes
I secured sufficient means for my stay in Belgium
I don't know
Yes
I have arranged a visa
I need help
I don't need one
Yes
I have arranged housing
No
Yes
Why arrange housing before your arrival?
The demand for housing, especially for international students, PhD candidates and staff, often exceeds the available supply. Without securing accommodation in advance, you may struggle to find a suitable place upon arrival.
Ghent University housing
Private rental market
I have discussed my travel time and date with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss your travel time and date with your supervisor or the supporting staff of your supervisor?
Your supervisor and/or the supporting staff can advise you on suitable times and dates that will not amongst others interfere with national or Ghent University holidays. Further they have a better view on the next steps in your journey in relation to connecting trains, opening hours of your hostel, ... .
I have discussed the time and date of my first day at the office with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss the time and date of your first day at work with your supervisor or the supporting staff of your supervisor?
To ensure your supervisor can arrange a warm welcome, please confirm the time and date of your first day at the office. You will also receive information on how to reach the meeting point and how to receive your student card.
More information about the student card
I have informed the international staff office of the date of my first day at the office
No
Yes
Why inform the international staff office of the date of your first day at the office?
The international staff office will make sure that this date is correct in your appointment and the salary calculation will be done accordingly.
I have a time and date to sign the paperwork in relation to my appointment at Ghent University and pick up my staff card.
No
Yes
Why make an appointment?
In order to arrange a warm welcome and prepare the documents, we kindly ask you to make an appointment with our welcome team by emailing them at welcome.hr@ugent.be. Please note that you will also receive a student card via your supervisor or the supporting staff of your supervisor.
More information on my student card
Tips, tricks and useful links to plan your trip and which important documents and items to bring with you.
Next
Tips and tricks 1/ Plan your trip
Plan your travel from your place of arrival to the city of Ghent, Kortrijk, Bruges or Ostend. For more information please go to https://www.rome2rio.com/ or visit the websites of the public transportation.
Trains: https://www.belgiantrain.be/en/
Buses in Flanders and Brussels: https://www.delijn.be/en/
Buses in Wallonia and Brussels: https://www.letec.be/en
Metro in Brussels: https://www.stib-mivb.be/home
Next
Tips and tricks 2/ Important documents to bring with you!
- Visa- Passport - Birth certificate - Diplomas - Proof of travel insurance - Marriage certificate (if applicable) ! Make sure to have printed versions as well as digital versions !
Next
Tips and tricks 3/ What to bring?
- If you own a smartphone check whether it is not SIM-locked. You can have a working SIM upon arrival in Belgium. For more information go to https://www.airalo.com/
- A type E travel adapter plug, also called the European plug. This is the standard type of socket in Belgium, characterized by two round pins and a hole for an earth pin at the top
Next
Tips and tricks 3/ What to bring?
- Need medication? Take enough medication with you for the first weeks and provide an English summary of your medical history and an overview of the vaccinations received - Some passport photos (white background, don't smile) - A small amount of cash or a credit card (Visa or Mastercard) that works in Belgium
Next
Please read the checklist we have created to prepare you for your first meeting with your supervisor or the supporting staff of your supervisor
Next
Checklist first meeting 1/3
Start the academic Onboarding track for PhD Candidates in UFORA.ugent.be
Get information on:☐ The structure of Ghent University, the Faculty and the Department☐ How to access buildings and rooms ☐ Wellbeing at Ghent University
Next
Checklist first meeting 2/3
Make the necessary arrangements in relation to: ☐ Office hours ☐ Coffee breaks ☐ Telework ☐ Communication channels
Next
Checklist first meeting 3/3
Get an explanation on IT related matters: ☐ Internet access ☐ VPN connection ☐ Access to SharePoint/other software ☐ Access to printers ☐ TimeEdit
☐ Ufora ☐ Oasis ☐ Phonebook ☐ Athena ☐ SAP MyApps
Download the questionnaire and first meeting checklist
The funding source of my PhD salary
The funding source of your PhD salary is connected to Ghent University and you will be contacted by our HR department. You will be registered as a PhD candidate and also as Research Staff. In doubt please contact your promotor and ask about your future status at Ghent University. Ask whether you will solely be registered as a PhD candidate or as Research Staff.
Please complete our questionnaire and checklist to be fully prepared for your trip and stay
At the end of the questionnaire and checklist, you will be able to download a pdf-version.
Next
I have a letter of admission (full PhD)
No
Yes
Why do I need a letter of admission?
Official enrolment at Ghent University is only possible for full PhD with a valid a letter of admission. This document is also necessary if a visa is needed.
Go to pre-registration page
I have enrolled online
No
Yes
I secured sufficient means for my stay in Belgium
I don't know
Yes
I have arranged a visa
I need help
I don't need one
Yes
I have arranged housing
No
Yes
Why arrange housing before your arrival?
The demand for housing, especially for international students, PhD candidates and staff, often exceeds the available supply. Without securing accommodation in advance, you may struggle to find a suitable place upon arrival.
Ghent University housing
Private rental market
I have discussed my travel time and date with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss your travel time and date with your supervisor or the supporting staff of your supervisor?
Your supervisor and/or the supporting staff can advise you on suitable times and dates that will not amongst others interfere with national or Ghent University holidays. Further they have a better view on the next steps in your journey in relation to connecting trains, opening hours of your hostel, ... .
I have discussed the time and date of my first day at the office with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss the time and date of your first day at work with your supervisor or the supporting staff of your supervisor?
To ensure your supervisor can arrange a warm welcome, please confirm the time and date of your first day at the office. You will also receive information on how to reach the meeting point and how to receive your student card.
More information about the student card
I have informed the international staff office of the date of my first day at the office
No
Yes
Why inform the international staff office of the date of your first day at the office?
The international staff office will make sure that this date is correct in your contract and the salary calculation will be done accordingly.
I have a time and date to pick up my staff card.
No
Yes
Why have an appointment?
In order to arrange a warm welcome, you will be invited by the welcome team. Please note that you will also receive a student card.
More information on my student card
Tips, tricks and useful links to plan your trip and which important documents and items to bring with you.
Next
Tips and tricks 1/ Plan your trip
Plan your travel from your place of arrival to the city of Ghent, Kortrijk, Bruges or Ostend. For more information please go to https://www.rome2rio.com/ or visit the websites of the public transportation.
Trains: https://www.belgiantrain.be/en/
Buses in Flanders and Brussels: https://www.delijn.be/en/
Buses in Wallonia and Brussels: https://www.letec.be/en
Metro in Brussels: https://www.stib-mivb.be/home
Next
Tips and tricks 2/ Important documents to bring with you!
- Visa- Passport - Birth certificate - Diplomas - Proof of travel insurance - Marriage certificate (if applicable) ! Make sure to have printed versions as well as digital versions !
Next
Tips and tricks 3/ What to bring?
- If you own a smartphone check whether it is not SIM-locked. You can have a working SIM upon arrival in Belgium. For more information go to https://www.airalo.com/
- A type E travel adapter plug, also called the European plug. This is the standard type of socket in Belgium, characterized by two round pins and a hole for an earth pin at the top
Next
Tips and tricks 3/ What to bring?
- Need medication? Take enough medication with you for the first weeks and provide an English summary of your medical history and an overview of the vaccinations received - Some passport photos (white background, don't smile) - A small amount of cash or a credit card (Visa or Mastercard) that works in Belgium
Next
Please read the checklist we have created to prepare you for your first meeting with your supervisor or the supporting staff of your supervisor
Next
Checklist first meeting 1/3
Start the academic Onboarding track for PhD Candidates in UFORA.ugent.be
Get information on:☐ The structure of Ghent University, the Faculty and the Department☐ How to access buildings and rooms ☐ Wellbeing at Ghent University
Next
Checklist first meeting 2/3
Make the necessary arrangements in relation to: ☐ Office hours ☐ Coffee breaks ☐ Telework ☐ Communication channels
Next
Checklist first meeting 3/3
Get an explanation on IT related matters: ☐ Internet access ☐ VPN connection ☐ Access to SharePoint/other software ☐ Access to printers ☐ TimeEdit
☐ Ufora ☐ Oasis ☐ Phonebook ☐ Athena ☐ SAP MyApps
Download the questionnaire and first meeting checklist
Roadmap Exhange PhD candidate
to succesfully starting an exchange PhD placement @ Ghent University
5. Pre-arrival
3. Pre-enrolment
1. Pre-registration
7. Post-arrival
2. Registration
4. Enrolment
6. Arrival
Please complete our questionnaire and checklist to be fully prepared for your trip and stay
At the end of the questionnaire and checklist, you will be able to download a pdf-version.
Next
I have a letter of invitation (exchange or visiting PhD)
No
Yes
Why do I need a letter of invitation?
Official enrolment at Ghent University is only possible with a valid letter of invitation for exchange or visiting PhD. These documents are also necessary if a visa is needed.
Go to preregistration page
I secured sufficient means for my stay in Belgium
I don't know
Yes
I have arranged a visa
I need help
I don't need one
Yes
I have arranged housing
No
Yes
Why arrange housing before your arrival?
The demand for housing, especially for international students, PhD candidates and staff, often exceeds the available supply. Without securing accommodation in advance, you may struggle to find a suitable place upon arrival.
Ghent University housing
Private rental market
I have discussed my travel time and date with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss your travel time and date with your supervisor or the supporting staff of your supervisor?
Your supervisor and/or the supporting staff can advise you on suitable times and dates that will not amongst others interfere with national or Ghent University holidays. Further more they have a better view on the next steps in your journey in relation to connecting trains, opening hours of your hostel, ... .
I have discussed the time and date of my first day at the office with my supervisor or the supporting staff of my supervisor
No
Yes
Why discuss the time and date of your first day at work with your supervisor or the supporting staff of your supervisor?
To ensure your supervisor can arrange a warm welcome, please confirm the time and date of your first day at the office. You will also receive information on how to reach the meeting point.
I have a time and date to pick up my student card.
No
Yes
More information on my student card
Why pick up your student card?
These card are usefull in many ways:- You are able to identify yourself when on campus - You can eat at one of the many restaurants at Ghent University - ...
More information on my student card
Tips, tricks and useful links to plan your trip and which important documents and items to bring with you.
Next
Tips and tricks 1/ Plan your trip
Plan your travel from your place of arrival to the city of Ghent, Kortrijk, Bruges or Ostend. For more information please go to https://www.rome2rio.com/ or visit the websites of the public transportation.
Trains: https://www.belgiantrain.be/en/
Buses in Flanders and Brussels: https://www.delijn.be/en/
Buses in Wallonia and Brussels: https://www.letec.be/en
Metro in Brussels: https://www.stib-mivb.be/home
Next
Tips and tricks 2/ Important documents to bring with you!
- Visa (if needed)- Passport - Proof of travel insurance ! Make sure to have printed versions as well as digital versions !
Next
Tips and tricks 3/ What to bring?
- If you own a smartphone check whether it is not SIM-locked. You can have a working SIM upon arrival in Belgium. For more information go to https://www.airalo.com/
- A type E travel adapter plug, also called the European plugs. This is the standard type of socket in Belgium, characterized by two round pins and a hole for an earth pin at the top
Next
Tips and tricks 3/ What to bring?
- Need medication? Take enough medication with you for the first weeks and provide an English summary of your medical history and an overview of the vaccinations received - Some passport photos (white background, don't smile) - A small amount of cash or a credit card (visa or maestro card) that works in Belgium
Next
Please read the checklist we have created to prepare you for your first meeting with your supervisor or the supporting staff of your supervisor
Next
Checklist first meeting 1/3
Get information on:☐ The structure of Ghent University, the Faculty and the Department☐ How to access buildings and rooms ☐ Wellbeing at Ghent University
Next
Checklist first meeting 2/3
Make the necessary arrangements in relation to: ☐ Office hours ☐ Coffee breaks ☐ Telework ☐ Communication channels
Next
Checklist first meeting 3/3
Get an explanation on IT related matters: ☐ Internet access ☐ VPN connection ☐ Access to SharePoint/other software ☐ Access to printers ☐ TimeEdit
☐ Ufora ☐ Oasis ☐ Athena
Download the questionnaire and first meeting checklist
How to take the next step?
Once you are enrolled, you receive your Login name and password. With this you can access our UFORA-learning platform and start the onboarding trajectory in the course Onboarding PhD candidates - XX00002.
For any other questions please get in touch with us.
Support international PhD researchers
Contact us!
Always state the phase you are in on the roadmap to Ghent University, as well as your full name and if applicable the name of your promotor or faculty contact.