Students: registration non-EU/EEA nationals

Non-EU/EEA students who reside in Leuven during their studies, must register themselves at the city office as soon as possible after their arrival. 

Who should register?

  • You are a national of a non-EU-country
  • You will be studying in Belgium for more than 3 months.
  • You reside in Leuven during your studies.
 You have to reside at your permanent address in Leuven before we can register you.
You already reside in Belgium with a different residence status?
You must submit an application for a change of status to long stay

Students with a student visa (type D) who are studying at KU  Leuven or UCLL

Type of registration

This is a 'full registration'. You are registered in the Belgian national register. You will first receive an ‘annex 15’ as proof that you have started your registration. After the local police officer has verified your address, you apply for your electronic residence card.

How to register?

1. Collect 'annex 15'

  • Follow the instructions of KU Leuven or UCLL. As soon as they have received your documents, they will forward them to the city of Leuven.
  • You receive an e-mail when you can collect your ‘annex 15’ at the city office. You do not require an appointment.
    Check opening hours city office

What do you need to bring?

2. Verification of address

From the moment you may collect your ‘annex 15’, a local police officer will visit to verify your address. Make sure your name tag can be found on the doorbell and the letterbox.

3. Application for residence card

We will email you an invitation when you can apply for your residence permit.

You may not make an appointment without invitation. It can take up to 2 months before you receive one.

Make an appointment

What do you need to bring?

  • National passport
  • 1 recent passport-size photo: pay attention to the requirements for photos. There is a photo booth in the city office.
  • Annex 15
  • € 18 (cash, debit card or credit card)

More information about the procedure

Students with a visa (type D) who are studying at another Belgian college or university 

For whom?

You reside in Leuven, you have a student visa (type D) and you are not studying at KU Leuven or UCLL, but at another Belgian college or university.

Type of registration

This is a 'full registration'. You are registered in the Belgian national register. You will first receive an ‘annex 15’ as proof that you have started your registration. After the local police officer has verified your address, you apply for your electronic residence card.

How to register?

You submit your application by email or at the counter.

Application by email

  • Email tonietbelgen@leuven.be
  • Subject line of the email: 'registration student NEU' + surname + given name(s) (as stated on your national passport) + Belgian national registration number (‘rijksregisternummer’), if any
  • Attach the following documents (each document scanned separately and in colour):
    • National passport:
      • Biodata page
      • Page containing the visa (type D)
      • Page containing the entry stamp (if it does not appear on the visa page) 
    • Proof of registration at your college or university
    • If your D visa bears a code B7 or B35: your admissions letter
    • If your D visa bears a code B6: proof of your financial means
    • Rental contract (if available)
    • 1 passport-size photo (maximum 6 months old)
  • Mention the following information in the email:
    • Surname, given name(s) (as stated on your national passport)
    • Date and place of birth
    • Nationality
    • Full address in Leuven, including any ‘busnummer’ (flat/room number)
    • Reason for the application
    • Belgian phone number
      If you do not have a Belgian phone number, please provide the Belgian phone number of a contact person, mentioning their name
    • Date of entry into Belgium
Only complete files will be processed.

What happens after your email application? 

You will receive an invitation by email to come to the city office to collect your proof of your registration (an ‘annex 15’). You make an appointment.

What do you need to bring?
  • National passport
  • Invitation from the city
  • The documents mentioned in your invitation

Make an appointment

Application at the counter

Do not come to the city office if you have to go into quarantine
Do not come to the city office if you have to go into quarantine, even if this means exceeding a deadline (e.g. for renewal, application, registration, …). Wait for your quarantine period to finish before you come, even if you have no symptoms of illness.

For which countries of departure is quarantine in Belgium mandatory?

You come to the city office by appointment. You will immediately receive proof of your registration (an ‘annex 15’).

Make an appointment

What do you need to bring?
  • National passport
  • Proof of registration at your college or university
  • If your D visa bears a code B7 or B35: your admissions letter
  • If your D visa bears a code B6: proof of your financial means
  • Rental contract (if available)
  • 1 recent passport-size photo: pay attention to the requirements for photos
    There is a photo booth in the city office.
You must present the original documents. Documents which you have received digitally yourself, must be printed in colour (you may not show them on your smartphone).

Students who are studying in Belgium without a visa 

For whom?

You have come to Belgium without a visa, because you are exempt from visa or hold a valid residence permit of another EU member state.

How to register?

  1. Register yourself as a tourist in short-stay. State in your application that you wish to submit an application for 'authorisation for a long-term stay as a student'.
  2. We will provide you with the necessary information regarding your authorisation application.
  3. Before the period of your short stay expires, you submit your application as a student, through the procedure registration long stay.    
You  should preferably come to Belgium with a student visa (type D). Contact the Belgian embassy in this regard. If you still prefer to apply for your visa in Belgium, we would like to point out that the application procedure can take a long time, and that the FPS Home Affairs, Immigration Office, may refuse the visa application.

Border students

For whom?

Do you reside in the Netherlands, France, Germany or Luxembourg, and wish to retain your address and your right of residence in this neighbouring country during your stay in Leuven? In that case you register yourself as a border student, as soon as possible after your arrival. After your registration you will receive an ‘annex 33’ as residence document.

Do you have British nationality? In that case, you can also register as a border student if you live in the UK or a neighbouring country.

As long as your residency status is 'border student', you have to re-register at the city office every academic year. You will then receive a new 'annex 33'.

How to register?

Do not come to the city office if you have to go into quarantine
Do not come to the city office if you have to go into quarantine, even if this means exceeding a deadline (e.g. for renewal, application, registration, …). Wait for your quarantine period to finish before you come, even if you have no symptoms of illness.

For which countries of departure is quarantine in Belgium mandatory?

You  come to the city office, by appointment.

Make an appointment

What do you need to bring?

  • National passport.
  • Previous 'annex 33', if any
  • Valid residence permit of the Netherlands, France, Germany or Luxembourg.
    If your residence card expires in the course of the academic year, your 'annex 33' will only be valid until this expiry date.
  • 1 recent passport-size photo: pay attention to the requirements for photos. There is a photo booth in the city office.
  • Proof of enrolment at the college or university.
  • Your address in the neighbouring country.

Stadskantoor
Professor Van Overstraetenplein 1
3000 Leuven

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