Incoming researchers


Information for Visiting Staff


You have been invited by a UGent staff member for a short visit at Ghent University? Welcome! On this page we provide some practical information.

A short visit lasts a few days up to max 90 days.


1. Scholarship administration

If you receive(d) a scholarship, make sure to fulfill all required documents of your home university. For an Erasmus+ scholarship this entails:

* Grant Agreement including the Mobility Agreement;

* Certificate of Attendance.


2. Visa for Belgium

Coming from your home country: consult the list of countries that are required to hold a visa. If a visa is requested always contact the Belgian diplomatic post in your home country. You can ask your UGent contact person to provide you with an invitation letter. For this your passport number is required.


3. Accommodation

  • Finding a hotel, hostel or B&B in Ghent
  • You can always consult your UGent contact person/promotor to know whether he or she can suggest a place near the campus you will visit
  • Are you staying 14 days or longer, then it is possible to stay at the University Halls of Residence, a place is not guaranteed as spots are limited: UGent Housing facilities. Please ask your UGent contact person to book this type of accommodation as all applications must be done by a staff member from your host faculty/department.


4. Visitor’s Pass

Are you staying longer than 5 days, then a visitor’s pass can be requested by your UGent promotor. Please ask your promotor to apply. With the Visitor’s Pass you have access to the Ghent University Sports Centre and the student restaurants. On request you can ask your promotor to grant you access to certain Ghent University buildings or to obtain a UGent-account. With a UGent-account you can connect to Eduroam.


5. Insurance

Please check your own insurance and the insurance coverage of your home university. Visitors with a visitors' pass are automatically insured for physical accidents during university activities, and on the way to and from university activities. See here for more information about travel and health insurance at UGent.


6. How to reach Ghent 


7. Staying in Belgium

  • Costs of Living
  • Practical info regarding opening a bank account.
  • Important telephone numbers
    • 112 - Emergency medical assistance, this is the European urgency number
    • 101 - Police, emergency
    • Tel:+32 9 266 61 11 - Ghent Police, non urgent need
    • Tel:+32 9 264 88 88 - Ghent University emergency centre
    • Tel:+32 70 245 245 - Poison centre 


8. Practical information about phone cards, shops, UGent restaurants, cycling and public transport, student doctors