Checklist: arriving in Ghent...

Checklist for international staff at Ghent University

  • Depending on your time of arrival, you can spend your first night in Ghent at the accommodation that you have chosen or that has been arranged for you. If applicable, sign your housing contract. If applicable, get acquainted with the code of conduct for the university halls of residence.
  • The Welcome Team (Departement of Personnel and Organization) invites all UGent staff members to their office. You will receive an email to make an appointment. They assist you to get started and are your contact at arrival for signing your contract, getting information about your position at Ghent University, about registration at Ghent city hall, about the health insurance and hospitalisation insurance.
  • Once your registration is completed (and a photograph is taken), you will receive your UGent staff card. Visitors receive a visitor's card via the department. Keep this card with you at all time. You can use all UGent facilities, such as the Sport Centre, student restaurants, bike rent, library etc.
  • All international guests staying in Ghent have to report to the Foreigners' Registration Office (students / employees) within eight working days after arrival. Registration at the host city consists of three steps: (1) registration of your arrival, (2) confirmation of residence and collection of your residence permit, (3) deregistration at departure. For those receiving a salary from Ghent University and who are new in Ghent, the Welcome Team starts up this registration at arrival. Others will have to take care of this procedure themselves.
  • Staff members will be expected to open a bank account, especially those receiving a salary from Ghent University. At some banks, you have to present your residence permit and/or UGent staff card. The Welcome Team will also provide a work attestation to those staff members receiving a salary from Ghent University.
  • Take care of your insurance policies. You are legally obliged to have a health insurance during your stay in Belgium. It might be clever to read up on health matters.
  • Once registered, you will receive an UGent account for all your ICT needs. Check out your webmail, Minerva and Athena platforms.