Scholarship agreement

When you start your PhD scholarship at Ghent University, you will sign a scholarship agreement. This is an agreement between you and the university to conduct research with the aim of obtaining a doctoral degree.

Scholarship duration

  • The first agreement is valid for 12 months.
  • After a positive evaluation, the scholarship can be extended by 36 months, up to a maximum total duration of 48 months.
  • The tax-free scholarship is always limited to maximum 48 months.

If you are not ready with your doctoral research to defend and obtain your degree, you will have to

  • Request some additional funding from your promotor and change your residence status based on a single permit.
  • Find some additional funding from a funding source.
  • Place your own financial means on a blocked account and extend your registration as a student in Belgium.

Your obligations as a fellow

The scholarship does not create an employment relationship between you and the university. The scholarship is not a salary and does not compensate any professional activity.

Fellows may not engage in other paid or self-employed activities that could affect the tax-exempt status of the scholarship.

You must (re)register on time for your doctoral studies and doctoral training programme, in accordance with the Education and Examination Code.

Social security and taxes

The Belgian social security system applies to your fellowship.

No withholding tax is deducted from your fellowship, as it is exempt from personal income tax. The requirement is that you keep a valid Belgian residence during the time you receive the scholarship. If you wish to move abroad, a taxation might be applicable in the new country of residence. Ghent University is not responsible for paying this tax when moving outside Belgium.

Changes in personal data

If your address, family status, or bank account number changes, you must inform HR without delay.

Legal residence requirements

Fellows with non-Belgian nationality must obtain a Visa to move to Belgium or/ and after a Belgian residence permit when starting their research.

The residence permit must be renewed on time; otherwise, the fellowship will end automatically by law. Renewing your residence permit is done at least 15 day before the expiry date at the city hall of the place of residence in Belgium. Presence in Belgium is mandatory for this procedure.

Signing procedure

Belgian nationals and internationals with a Belgian residence permit will sign the agreement online and receive an e-mail with a link.

Internationals arriving from abroad sign the agreement in person at the HR headquarters:
Sint-Pietersnieuwsstraat 25, 9000 Ghent - Rectorate 1, first floor – office 016

Documents you will receive:

  • Two Dutch copies of the agreement (one for HR, one for you)
  • One English template version for your reference
  • A Dutch confirmation letter to apply for your Belgian residence permit
  • A Dutch letter to open a Belgian bank account

Cards and access badge

As a doctoral fellow, you will receive three cards: a student card, a staff card, and an access badge (tag).

Student card

The Registrar’s Office will create your student card and send it directly to your workplace.
You can use your student card for various student-related services at Ghent University.

Staff card and access badge (tag)

At your welcome meeting, you will receive your staff card and access badge (tag).

  • The staff card gives you access to printing facilities, allows you to borrow books from the university libraries, and provides discounts in university restaurants and at the sports centre.
  • The access badge (tag) lets you enter university buildings, car parks and bicycle parking areas.
    To activate your badge, please contact the secretary of your department.