Roadmap for international PhD researchers
A helping hand to a smooth integration into Ghent University, Ghent, Flanders and Belgium Phase 3: Pre-enrolment
This step by step plan will lead you on your way to our top university in the heart of Europe.
Proceed
I am in the process of joining 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
3. Pre-enrolment
5. Pre-arrival
1. Pre-registration
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
The funding source of my PhD salary, scholarship or stipend
The funding source of your PhD salary, scholarship or stipend is not connected to Ghent University. You will be registered as a PhD candidate. In doubt please contact your promotor and ask about your future status at Ghent University.
I would like to learn more about ... 1/2
Banking
Bench fee
Child benefits
Childcare
Enrolment
Cost of living
Housing
Healthcare
I would like to learn more about ... 2/2
Insurance
PhD charter
PhD community
Taxation
Preparing my stay
University life
Visa
Tuition fee
The funding source of my PhD scholarship
The funding source of your PhD scholarship is connected to Ghent University. You will be contacted by our HR-department. You will be registered as a PhD candidate and also as a scholarship holder. 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.
Click here for more detailed information on doctoral fellowship.
I would like to learn more about ... 1/3
Cost of living
Bench fee
Enrolment
Banking
Housing
Healthcare
Family visa
Family support
I would like to learn more about ... 2/3
Scholarship agreement
PhD charter
PhD community
Scholarship
Scholarship payment
Tuition fee
Taxation
Social security
I would like to learn more about ... 3/3
Visa
University community
University life
Preparing my stay
I am or will be ...
Assistant Academic Staff
Research Staff
I don't know
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 also as an employee.
I would like to learn more about ... 1/3
Cost of living
Bench fee
Appointment
Banking
Family visa
Family support
Healthcare
Enrolment
I would like to learn more about ... 2/3
Salary
PhD charter
PhD community
Housing
Salary payment
Taxation
Salary calculation
Social security
I would like to learn more about ... 3/3
Tuition fee
University benefits
University community
University life
Visa
Preparing my stay
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 also as an employee.
I would like to learn more about ... 1/3
Bench fee
Contract
Banking
Cost of living
Enrolment
Family visa
Healthcare
Family support
I would like to learn more about ... 2/3
Housing
PhD charter
PhD community
Salary
Salary calculation
Salary payment
Taxation
Social security
I would like to learn more about ... 3/3
University life
Tuition fee
University community
University benefits
Visa
Preparing my stay
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.
VISA retribution waiver
Prepare the documents mentioned underneath and send them to ... • A coloured recto verso copy of your passport / ID-card.
• A Copy of your marriage certificate (only if applicable) • Declaration concerning family situation: the document attached must be completed even if you are single. • Fill in the document regarding bank information attached and provide a copy of your bank card (only if you have an IBAN-bank number from a European bank).
Visa for staff
If the funding source of your PhD salary, scholarship or stipend is connected to Ghent University, you should have been contacted by our HR-department in relation to the application for a VISA (if one is needed). If you have not been contacted by our HR-department and your funding source is connected to Ghent University, please contact our HR-department international.employment@ugent.be.
Roadmap Exhange PhD candidate
to succesfully starting an exchange PhD placement @ Ghent University
3. Pre-enrolment
5. Pre-arrival
1. Pre-registration
7. Post-arrival
2. Registration
4. Enrolment
6. Arrival
Exchange or visiting PhD
You have a student status at an academic institution and currently in the process of obtaining your PhD. You wish to come to Ghent University for matters related to your research (e.g. a short stay to use lab facilities, work with a specific professor, or follow a course, or a longer stay spanning one or two semesters).
I would like to learn more about ...
Banking
Healthcare
Cost of living
Enrolment
Preparing my stay
Visa
Housing
Insurance
Click here for more information on Health care
Enrolment as full PhD
You can enrol online, please follow the instructions on your OASIS-page.
If you have any questions or concerns in relation to your enrolment, please e-mail phdadmission@ugent.be. Please mention your file number or attach your letter of admission.
Enrolment as exchange PhD
Don’t forget to enrol upon arrival: mail your Letter of Invitation and your Pasport (or ID) to enrol@ugent.be. Your Ghent University account will be activated 48 hours after enrolment. You can pick up your student card at the student centre at UFO St Pietersnieuwstraat 25.
Be aware to re-enrol for each academic year. If your stay lasts beyond one academic year, you will need to register again for the next academic year. If you don’t re-enrol your student account will be closed.
How to take the next step?
Please note that you will receive the necessary information on the next steps in your journey to Ghent University after completion of the pre-enrolment and enrolment phases in our roadmap.
For any other question please get in touch with us .
Phase 3 and 4: (Pre-)enrolment - International Researchers Guide
Pieter Pauwels
Created on July 4, 2025
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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 3: Pre-enrolment
This step by step plan will lead you on your way to our top university in the heart of Europe.
Proceed
I am in the process of joining 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
3. Pre-enrolment
5. Pre-arrival
1. Pre-registration
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
The funding source of my PhD salary, scholarship or stipend
The funding source of your PhD salary, scholarship or stipend is not connected to Ghent University. You will be registered as a PhD candidate. In doubt please contact your promotor and ask about your future status at Ghent University.
I would like to learn more about ... 1/2
Banking
Bench fee
Child benefits
Childcare
Enrolment
Cost of living
Housing
Healthcare
I would like to learn more about ... 2/2
Insurance
PhD charter
PhD community
Taxation
Preparing my stay
University life
Visa
Tuition fee
The funding source of my PhD scholarship
The funding source of your PhD scholarship is connected to Ghent University. You will be contacted by our HR-department. You will be registered as a PhD candidate and also as a scholarship holder. 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.
Click here for more detailed information on doctoral fellowship.
I would like to learn more about ... 1/3
Cost of living
Bench fee
Enrolment
Banking
Housing
Healthcare
Family visa
Family support
I would like to learn more about ... 2/3
Scholarship agreement
PhD charter
PhD community
Scholarship
Scholarship payment
Tuition fee
Taxation
Social security
I would like to learn more about ... 3/3
Visa
University community
University life
Preparing my stay
I am or will be ...
Assistant Academic Staff
Research Staff
I don't know
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 also as an employee.
I would like to learn more about ... 1/3
Cost of living
Bench fee
Appointment
Banking
Family visa
Family support
Healthcare
Enrolment
I would like to learn more about ... 2/3
Salary
PhD charter
PhD community
Housing
Salary payment
Taxation
Salary calculation
Social security
I would like to learn more about ... 3/3
Tuition fee
University benefits
University community
University life
Visa
Preparing my stay
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 also as an employee.
I would like to learn more about ... 1/3
Bench fee
Contract
Banking
Cost of living
Enrolment
Family visa
Healthcare
Family support
I would like to learn more about ... 2/3
Housing
PhD charter
PhD community
Salary
Salary calculation
Salary payment
Taxation
Social security
I would like to learn more about ... 3/3
University life
Tuition fee
University community
University benefits
Visa
Preparing my stay
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.
VISA retribution waiver
Prepare the documents mentioned underneath and send them to ... • A coloured recto verso copy of your passport / ID-card. • A Copy of your marriage certificate (only if applicable) • Declaration concerning family situation: the document attached must be completed even if you are single. • Fill in the document regarding bank information attached and provide a copy of your bank card (only if you have an IBAN-bank number from a European bank).
Visa for staff
If the funding source of your PhD salary, scholarship or stipend is connected to Ghent University, you should have been contacted by our HR-department in relation to the application for a VISA (if one is needed). If you have not been contacted by our HR-department and your funding source is connected to Ghent University, please contact our HR-department international.employment@ugent.be.
Roadmap Exhange PhD candidate
to succesfully starting an exchange PhD placement @ Ghent University
3. Pre-enrolment
5. Pre-arrival
1. Pre-registration
7. Post-arrival
2. Registration
4. Enrolment
6. Arrival
Exchange or visiting PhD
You have a student status at an academic institution and currently in the process of obtaining your PhD. You wish to come to Ghent University for matters related to your research (e.g. a short stay to use lab facilities, work with a specific professor, or follow a course, or a longer stay spanning one or two semesters).
I would like to learn more about ...
Banking
Healthcare
Cost of living
Enrolment
Preparing my stay
Visa
Housing
Insurance
Click here for more information on Health care
Enrolment as full PhD
You can enrol online, please follow the instructions on your OASIS-page.
If you have any questions or concerns in relation to your enrolment, please e-mail phdadmission@ugent.be. Please mention your file number or attach your letter of admission.
Enrolment as exchange PhD
Don’t forget to enrol upon arrival: mail your Letter of Invitation and your Pasport (or ID) to enrol@ugent.be. Your Ghent University account will be activated 48 hours after enrolment. You can pick up your student card at the student centre at UFO St Pietersnieuwstraat 25. Be aware to re-enrol for each academic year. If your stay lasts beyond one academic year, you will need to register again for the next academic year. If you don’t re-enrol your student account will be closed.
How to take the next step?
Please note that you will receive the necessary information on the next steps in your journey to Ghent University after completion of the pre-enrolment and enrolment phases in our roadmap.
For any other question please get in touch with us .