Ghent University invests in smooth onboarding processes for (new) international staff. To support our process we created ‘ODIS’; our online platform where personal documents required for administration before, during or after arrival can be managed by Ghent University and the employee itself. The application acts as a document inbox: it facilitates and simplifies data exchange.

More information about how ODIS works can be found here.

There are different types of categories for which personal documents are required; and often they are mixed with legislation for the international staff member to be able to move, work and live in Belgium.

Types of categories or registration:

• Internal UGent administration
• Single permit registration for persons with a NON-EEA nationality and working as employee
• Visa requirements for PhD students
• Residence permit procedures for all new incoming staff members
• Administrative to do list after arrival

Official documents that are required for the administrative procedures, such as marriage certificates or a proof of good conduct often must be translated and legalized.
More information can be found here.

The Single Permit procedure and operation of host agreements for NON-EEA nationals will change. Researchers with an active file will be contacted proactively about this. New files will be prepared immediately according to the new procedure. For urgent questions, please contact international.employment@ugent.be.