Check-in

Prepare your check-in for the University Halls of Residence!

Please find all relevant information about your check-in in this FAQ.

On this page:


When?

  • You can check in from the starting date (mentioned in the confirmation of accommodation e-mail that you received), from 2 p.m. onwards.
    • Please note that it is not possible to check in any earlier that day than 2 p.m.
    • Only when your letter of invitation or admission is valid from the beginning of September, you can request an adjustment to your agreement to make a check-in possible from 1 September.
    • Ad adjustment of only a few days or earlier check-in is not possible at all: only the fixed starting dates of the applications are the possibilities in the Halls of Residence.
      In case your flight will arrive a couple of days earlier, you will need to find temporary accommodation for those days. A list of local B&B options can be found here.
  • Check-in after the starting date is of course possible, but only possible during opening hours:

Monday to Friday: 8 a.m. till noon & 1 p.m till 8 p.m.

Good to know! In February and September only, our reception desk is open till 10 p.m. and every Saturday and Sunday continuously from 10 a.m. till 10 p.m.

In case you arrive earlier, a limited number of lockers are available for a few hours, but strictly on a "first come first served" basis.

On the 20th of September 2023 and 7th of February 2024, a luggage drop-off point will be available from 10 a.m.
Due to the exam period in the beginning of September, we cannot offer this on the 1st of September unfortunately. 

Where?

The specific address of your living unit is not known beforehand since changes are possible until the last moment.

The final address will be mentioned on your tenancy agreement which you will receive shortly before or upon your check-in.

Unless you receive a notification your check-in will be held elsewhere, you need to pass by the reception desk of the Housing Office at Stalhof 6, Ghent.
Most of the University Halls are within a 1-minute walking distance.

Students in accommodation Bruges can immediately make an appointment with the student coach. 

What do I need?

Your passport (or National ID card) and your tenancy agreement number.
You received a confirmation email from us, containing your future tenancy agreement number in the subject (30000xxxxx). It will definitely speed up the check-in process to have that number ready.

Family and friends

Please note that only the tenant, mentioned on the rental agreement, can stay overnight in the room.

Most living units are single-person living units since the exploitation of the building is only approved for one person by the fire department.

In case you would be accompanied by friends or family, they will need to find accommodation on the private rented market or touristic housing options. A list of local B&B options can be found here.

Terms and conditions?

Please note at all times our terms and conditions, mentioned on our web pages as well as our tenancy agreement and our internal rules and regulations.

My address?

The specific address of your living unit is not known beforehand since changes are possible until the last moment. You can however look up the building in which we will try to accommodate you here.

The final address will be mentioned on your tenancy agreement which you will receive a few weeks prior to your check-in or upon your check-in. An English translation of our contracts is already available.

Only when you have signed your tenancy agreement you can notify the Migration Office of the city of Ghent by completing the Online Arrival Form.

Please wait until the day of your check-in to finalize this required document to avoid annulment of the procedure.

You can use the general address of our Housing Office as your reference address for the Passenger Locator Form or other official requirements (visa, grants, scholarships, mandates, ...)
University Halls of Residence
Stalhof 6
9000 Gent

In case you expect an invitation letter for elections, also feel free to use our general address. The reception desk will keep your letter at the front desk and will notify you by email to pick it up.

In case you are expecting (large) parcels from your home country while you have not yet arrived in our residences, please have the parcels delivered to a pick-up point nearby.
As you are not a resident just yet, you are not on our residents list and we cannot sign for delivery. We cannot make exceptions either: we cannot store the parcels before your stay. 

Payments?

On arrival, we will explain to you how to pay the rent (and deposit). Please note that there is no need to pay anything pre-arrival, or upon your check-in.

A monthly invoice will be sent to you by email, the deposit will be charged on your first invoice (if applicable). You should settle each invoice within 30 days.
Even to pay the first invoice, you'll have plenty of time to open a Belgian bank account (in case you would need one).

My room?

Please find some pictures and an inventory form of your future living unit below:

Check out the location of the major campuses of Ghent University on this map of Ghent.

Some tips 

  1. Please note that booking a cheaper flight in the days before your check-in is not always a good idea:

- check-in earlier than the starting date on your agreement is not possible.

- many ho(s)tels will be completely booked, you might have to spend more on your accommodation for these couple of days than the discount of your flight.

  2. One set of bed linen (sheet, pillow, cover and blanket) is provided upon check-in, but please note that towels are not included.

  3. Don't immediately buy a lot of new stuff to cook:

- the SwapShop might have stuff you could use for free

- many students get together in the kitchens and share the costs of (for example) a water kettle... Get to know your neighbours first!

  4. Prepare your stay by reading our practical guide (NL-EN).

  5. Speed up your check-in by reading your tenancy agreement (translation in English) and our internal rules and regulations before arrival

More information?

Even after reading our practical guide (NL-EN), you still might have some questions regarding your stay in the University Halls of Residence specifically.
To answer your questions, we organize non-obligated pre-arrival Q&A sessions with your future Home Manager.
Feel free to join us on Microsoft Teams (no download required) by clicking on the button below: 

Thursday 17.08.2023 at 1 p.m. (CEST)

Tuesday 22.08.2023 at 1 p.m. (CEST)

Thursday 24.08.2023 at 1 p.m. (CEST)

Thursday 07.09.2023 at 1 p.m. (CEST)

Thursday 14.09.2023 at 1 p.m. (CEST)

More information regarding your stay in Ghent and your experience as an international student, in general, can be found on the web pages of the International Support Team.

How to get to the Housing Office?

Transport

The ESN network can provide discounts for buses to pick up students at the main airports. You'll get updates on the webpages of the International Support Team.
  • From Brussels International Airport to Ghent train station?
    By train to train station GENT SINT-PIETERS (IC trains run every hour). You'll need to buy a ticket in advance, at a machine or at the front desk.
    Good to know: in case it is not automatically included in your ticket, you'll also need a DIABOLO Brussels Airport Supplement to enter the train platform. It's not a scam.
    Watch the instructional video on how to travel from Brussels to Ghent.
    Or you can search for a bus ticket with one of the partners of the ESN-network with an ESN discount.
  • From Brussels South (Charleroi) Airport to Ghent train station?
    By bus (TEC) and then train to train station GENT SINT-PIETERS (IC trains run every hour). You'll need to buy a train ticket in advance, at a machine or at the front desk.
    Or you can search for a bus ticket with one of the partners of the ESN-network with an ESN discount.
  • From Ghent Sint-Pieters station to the Housing Office
    You can take any of the buses on platforms 14, 15 or 16 next to the train station and get off at the stop 'Heuvelpoort'. You can buy a ticket at bus stop 15 (in case the official "De Lijn Shop" is not open) or via the official application.
    Good to know: although it is a very popular bus stop, the bus doesn't automatically stop. Use the official app from De Lijn or Google Maps to get notified when you are near and should request a stop.
    The Housing Department is only 300m away from this bus stop, but you need to cross the big intersection.
    Watch the (admittedly, rather old) instructional video of one of our previous tenants on how to travel to the University Housing Office to visualize the area where our Halls of Residence can be found.
  • Check-ins for a room, room plus, studio or flat in one of our Halls of Residence are all handled at our reception desk of home Vermeylen.
    In case you have a room in home Boudewijn, you'll need to take bus 8 (both stops, near the Housing Office and Home Boudewijn, require only 200 meters of walking).

  • From Brussels South (Charleroi) Airport to Bruges?
    By bus (TEC) and then train to train station GENT SINT-PIETERS (IC trains run every hour). You'll need to buy a train ticket in advance, at a machine or at the front desk.
    Or you can search for a bus ticket with one of the partners of the ESN network with an ESN discount.
  • From Brussels International Airport to Bruges?
    By train to train station GENT SINT-PIETERS (IC trains run every hour). You'll need to buy a ticket in advance, at a machine or at the front desk.
    Good to know: in case it is not automatically included in your ticket, you'll also need a DIABOLO Brussels Airport Supplement to enter the train platform. It's not a scam.
    Watch the instructional video on how to travel from Brussels to Ghent.
    Or you can search for a bus ticket with one of the
  • partners of the ESN network with an ESN discount.
Good to know: in case you have a place reserved in Bruges, you need to contact the local Home Manager to make an appointment for your check-in. No appointment or missed your appointment means no check-in that day!
You do not need to pass by our reception desk in Ghent. Please find all information in our previous correspondence.

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