Registration at (Leuven) City Hall

 

Registration procedure between 16 August and 1 October
Registration procedure after 1 October

 

New procedure for the registration of international students at the City Office (Stadskantoor) from 16 August until 1 October 2010:

A.        EU-students

EU-students may report directly to the Stadskantoor (City Office) as soon as they have an address in Leuven at which they actually reside

You must submit:          -
  • passport or identity card
  • certificate of registration at the university
  • proof of health insurance coverage
  • 2 passport photographs

B.        NON-EU-students

STEP 1: upon registration at the K.U.Leuven registrar’s office

After your registration, a staff member of the Registrar’s Office will make an additional file for the City Office and transfer it to the City Office on the same day.
To this end, you must submit the following items/documents when you register:

  • A copy of  your passport
  • A copy of your visa type D (ensure that it is a copy of the most recent visa)
  • A copy of your student accommodation rental contract

!!! Students who do not yet have a permanent address in Leuven upon registration must submit a copy of their rental contract to the Registrar’s Office as soon as possible. Only then will the Registrar’s Office forward their complete file to the Leuven City Office!!!

STEP 2: first visit to the City Office to obtain Annex 15

A staff member of the City Office will check that:
-           Your file is complete
-           Your address corresponds to their housing database.

2.1.      If your file is correct

  • The police will come to check if you are actually living at the address you submitted. If you are not at home, the police will put a note in your letterbox!
  • You will be informed by e-mail about the further steps and that you can go to the reception desk of the City Office to collect ANNEX 15. You have to bring your passport and 3 photos!

2.2.      If your file is not correct
You will be contacted via e-mail to submit the necessary additional information.

STEP 3: second visit to the City Office to be registered in the foreigner’s register

Once the report of the address check of the police has arrived at the City Office, you will receive an e-mail to report to the Foreigner’s Office at a certain time to be registered in the foreigner’s register and to apply for the electronic Identity Card.

Your file will be transferred to the IT Unit and you will be registered in Belgium’s National Register and you will also be asked to sign a blank application form for an electronic identity card (this to avoid a supplementary visit to the City Office).

STEP 4: the visit to the City Office to get your electronic identity card

You will receive your activation codes in the post and can go to the Register Office of the City Office (zone C) to collect your electronic Identity Card.

As all important information between the student and the Stadskantoor (City Office) will be exchanged via e-mail, you are obliged to activate your student e-mail account as quickly as possible)

Students who are registered at K.U.Leuven after the abovementioned procedure is closed (1 October) must visit the Foreigner’s Office as soon as possible. They will not receive an invitation to do so by e-mail.

 

After 1 October, the following applies:


Students and Visiting Scholars are required to register at the Foreigners' Office (in Dutch: Dienst Buitenlanders) at the City Hall of their place of residence within eight days after their enrolment at K.U.Leuven. Researchers and Visiting Professors are required to register at the Foreigners' Office at the City Hall of their place of residence within eight days after their arrival in Belgium.

For those residing in Leuven, the Foreigners Office is located in an administrative building on the Professor Van Overstraetenplein 1, beside the train station, and not in the Gothic building in the middle of the city (see address below).

FOR STUDENTS

Non-EEA students:

• during the first visit to City Hall, you will receive the document Annex 15; City Hall will then send a police agent to confirm your address
• you will be invited by appointment for a second visit to City Hall for the official registration
• you will then be invited for a third visit to City Hall to apply for your residence permit (also referred to as the identity card); the activation codes for your electronic residence permit will then be mailed to your address
• after receiving the activation codes, you can pick up your electronic residence permit at the City Hall

This residence permit/identity card is valid until October 31 of the following year or until the end date of the scholarship or financial allowance.

EEA students:

You are not obliged to apply for an electronic residence permit for Belgium. Upon submitting all required documents at City Hall, you will receive a Registration Certificate. City Hall will send a police agent to confirm your address.

FOR VISITING SCHOLARS/FELLOWS

This registration at City Hall serves as a declaration of arrival in Belgium.

FOR RESEARCHERS AND VISITING PROFESSORS

Non-EEA citizens:

• during the first visit to City Hall you will receive the document Annex 15; City Hall will then send a police agent to confirm your address
• you will be invited by appointment for a second visit to City Hall for the official registration
• you will then be invited for a third visit to City Hall to apply for your residence permit (also referred to as the identity card); the activation codes for your electronic residence permit will then be mailed to your address
• after receiving the activation codes, you can pick up your electronic residence permit at the City Hall

This residence permit/identity card is valid for the period of your appointment.

EEA citizens:

You are not obliged to apply for an electronic residence permit for Belgium. Upon submitting all required documents at City Hall, you will receive a Registration Certificate. City Hall will send a police agent to confirm your address.

 

Foreigners' Office, Leuven City Hall
Professor Van Overstraetenplein 1, 3000 LEUVEN
tel. + 32 16 27 21 70 - fax + 32 16 27 29 61
Open: Monday, Tuesday, Wednesday, Friday from 9 am to 4:30 pm
Thursday from 12 noon to 8 pm