2016-2017
Immigration Booklet
For Non-EU students
v
www.tilburguniversity.edu/immigration
www.tilburguniversity.edu/immigration
CONTENTS
FOREWORD ................................................................................................................................................. 4
1.
THE IMMIGRATION OFFICE ............................................................................................................. 5
1.1
Introduction of Immigration Officers ............................................................................................. 5
1.2
Contact details ................................................................................................................................ 5
2.
IMMIGRATION PROCEDURES .......................................................................................................... 6
2.1
Dutch Immigration and Naturalisation Service .............................................................................. 6
2.2
Countries ........................................................................................................................................ 6
2.3
VVR-application process ................................................................................................................. 8
2.4
3.
3.1
4.
2.3.1
VVR-application process step by step ................................................................................... 8
2.3.2
Immigration fee ..................................................................................................................... 9
2.3.3
Documents required.............................................................................................................. 9
2.3.4
Approval of your VVR-application ....................................................................................... 11
2.3.5
How long will the process take? ......................................................................................... 11
Residence permit .......................................................................................................................... 12
2.4.1
Validity of your residence permit ........................................................................................ 13
2.4.2
Requirements to finalize your VVR-application after arrival .............................................. 13
ADDITIONAL IMMIGRATION REQUIREMENTS............................................................................... 14
Registration at Muncipality .......................................................................................................... 14
3.1.1
Documents required for registration .................................................................................. 15
3.1.2
Deregistration at Municipality............................................................................................. 15
ADDITIONAL ISSUES ON STUDYING AT TILBURG UNIVERSITY....................................................... 16
4.1
Arrival in Tilburg ........................................................................................................................... 16
4.2
Insurance ...................................................................................................................................... 16
4.2.1
Health insurance.................................................................................................................. 16
4.2.2
Personal liability insurance.................................................................................................. 16
4.2.3
Other insurance ................................................................................................................... 16
4.3
Travelling after arrival in the Netherlands ................................................................................... 17
4.4
Working and studying in the Netherlands.................................................................................... 17
4.5
Immigration process for family members .................................................................................... 17
4.5.1
Fees...................................................................................................................................... 17
4.5.2
Required documents ........................................................................................................... 18
4.6
Study progress .............................................................................................................................. 19
4.6.1
Nominal duration of study .................................................................................................. 19
4.6.2
ECTS credits requirement for Pre-Master programs ........................................................... 19
4.6.3
Study Progress Monitoring - ECTS credits requirements .................................................... 19
5.
ADDITIONAL USEFUL STUDY IN HOLLAND INFORMATION ........................................................... 21
6.
FREQUENTLY ASKED QUESTIONS .................................................................................................. 22
7.
SHORT SUMMARY ......................................................................................................................... 26
8.
SCHEMATIC REPRODUCTION OF VVR-APPLICATION PROCESS ..................................................... 27
9.
APPENDIX 1 ................................................................................................................................... 28
FOREWORD
Congratulations on making Tilburg University your choice for further education, either as a non-degree
seeking student on one of our many exchange programs with our partner universities worldwide or as a
degree-seeking student! Tilburg University provides high quality education and research, and is recognized
as one of Europe’s best universities. In addition, we welcome more than 750 international students from
more than 60 countries each year, which gives our campus and our programs a very diverse flavor.
Over recent years, the Dutch government has encouraged the growth of international students through
both its education and immigration policies. Although the Netherlands has the reputation for having
complicated immigration procedures for international students, this is not the case and the government
continues to make immigration procedures simpler, putting the administrative load on the university rather
than our students. This means that it is now easier than ever for international students to choose to study
at Tilburg University.
We, at the central International Office have created this booklet to explain the procedures in general terms
and as they apply to international students coming to study at Tilburg University specifically. More
information will be given to you personally at each stage of the process by our Immigration Officers at the
central International Office.
The central International Office includes amongst its staff a number of non-Dutch employees who have had
to go through the procedures detailed in this booklet. This combined with the wide experience we have
built up in assisting our international students, gives us both an understanding and experience of both sides
of the processes. We have dedicated employees who will help you through every step of the process,
dealing with your application on an individual basis, taking into account your personal circumstances. We
are committed to making the immigration processes simpler for you and enabling your applications to be
dealt with quickly, efficiently and, most importantly, successfully.
Students, who have been through the process, agree that we are successful in what we do. Once every two
years, our international students take part in a questionnaire, giving their views on all aspects of student
life at Tilburg University. Our students consistently rate our Immigration Office as one of the top 1 in the
Netherlands and, according to the results of our own questionnaire in August 2013, more than 85% of
students are either satisfactory or highly satisfactory with our service. However, we are constantly looking
for ways to improve the service we offer and will contact you at various stages in the process to ask for your
feedback.
Please read this booklet carefully to see what requirements apply to you and do not hesitate to contact one
of our Immigration Officers with any queries you may have as soon as you receive an email from them.
We look forward to contacting you all over the coming months and welcoming you to Tilburg University.
Roos Hogenkamp
Director International Office of
Tilburg University
1.
THE IMMIGRATION OFFICE
1.1
Introduction of Immigration Officers
Daphne Galekop
Having grown up as an Expat’s daughter in Belgium I have always had a fascination for
different languages and cultures. After having studied in the Netherlands I returned to
Belgium where I worked for an international law firm specialized in corporate
immigration. At the end of 2013, I moved “back” to the Netherlands, becoming an
expat in my own country of nationality.
I started working for Tilburg University’s Central International Office in April 2014.
Seen both my personal and professional experience I am looking forward to assisting
you in obtaining the necessary paperwork in order to study in the Netherlands and
making your stay here as pleasant as possible.
My working days are Tuesday, Wednesday, Thursday and Friday.
Coordinator Immigration Office
Hülya Koçak
I have been working as an Immigration Officer at the central International Office since
January 2009. Originally, from Turkey, I have spent the majority of my life in the
Netherlands, benefiting from the best that both cultures have to offer! I really enjoy
my work here at the Immigration Office. The best part of my job is the contact I have
with all the different nationalities we welcome to the University each semester. It is
also satisfying when we receive feedback from students, confirming how easy the visa
and residence permit applications have been for them and thanking us for our help and
support. I am very much looking forward to contacting you over the coming months
and ensuring that your visa and residence permit applications are dealt with quickly
and efficiently.
My working days are Monday, Tuesday, Wednesday morning, Thursday and Friday
morning.
Marja Bluekens
I have always been fascinated by other cultures and foreign languages. This is one of
the reasons that I decided to study in Belgium. And I really had a great time there! After
that, I started working at the International Office of Tilburg University. Looking for a
new challenge, I began working as Immigration Officer in January 2012. What I like
most about my work is the contact with international students. I am always happy to
answer your questions or help you out in case you have a problem. I look forward to
welcoming you and I hope you will have the time of your life here!
My working days are Monday, Tuesday, Wednesday and Thursday.
1.2
Contact details
Telephone
E-mail
Website
Walk-in hours
Location
Immigration Office
:
:
:
:
:
+ 31 (0)13 466 4166
immigration@tilburguniversity.edu
www.tilburguniversity.edu/immigration
Every Tuesday from 10 am to 12 pm & Thursday from 2 pm to 4 pm
Academia building, Student Desk, 3rd floor
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2.
IMMIGRATION PROCEDURES
As an international student coming from one of the countries listed below, you are required to apply
for a Dutch residence permit since your stay will exceed the time limit of 90 days. This document will
be proof of your legal stay during your period of study at our university.
2.1
Dutch Immigration and Naturalisation Service
The Dutch Immigration and Naturalisation Service (known as the IND) has an important government
task. The IND is responsible for implementing immigration and naturalisation policies in the
Netherlands. The IND issues decisions on applications for residency and naturalisation in accordance
with Dutch law. In order to do so, the IND has to clearly set out the rules that apply to foreign nationals
in the Netherlands. The IND applies those rules as objectively and consistently as possible.
2.2
Countries
If you are a passport holder from one of the countries listed below, you must apply for a residence
permit, which proves your legal residency during your studies at Tilburg University:
Australia
Canada
Japan
Monaco
New Zealand
South Korea
United States of America
Vatican City
FOR PASSPORT HOLDERS FROM AUSTRALIA, CANADA AND NEW ZEALAND ONLY GOES:
Exchange students (NO degree seeking students!) from Australia, Canada and New Zealand have the
possibility to apply for the Working Holiday Program (for Canadian nationals) or Working Holiday
Scheme (for Australian and New Zealander nationals) instead of a residence permit for study purposes.
These cultural programs offer students the opportunity of a ‘working holiday’ (with the possibility of
paid work). However, work cannot be the main purpose of your stay in the Netherlands; the chief
purpose must be for you to learn about Dutch society and culture. The IND has opened Working
Holiday Program/Working Holiday Scheme to Exchange students as well.
Cost
The fee for the WHP/WHS permit is 50 Euros, whereas a residence permit for study purposes costs 311
Euros.
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What conditions do you have to meet?
You wish to come to the Netherlands for longer than three months as part of a Tilburg University
exchange program.
You must:
 have a valid passport
 be a minimum of 18 years and a maximum of 30 years of age



(both inclusive at the time of application (you must enter the Netherlands in time to register at the local town hall
before your 31st birthday)
have health insurance with cover in the Netherlands
have a return ticket or sufficient funds to purchase one
have no criminal conviction
Please note that you are only allowed to apply for WHP/WHS once and are not eligible if you have
been granted one before. As you meet these conditions and if you want to apply for a residence
permit through the Working Holiday Program or the Working Holiday Scheme, please read the
Immigration booklet for exchange students from Australia, Canada, New Zealand and South Korea.
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FOR DEGREE-SEEKING STUDENTS WITH PASSPORT HOLDERS FROM AUSTRALIA, CANADA, JAPAN,
MONACO, NEW ZEALAND, SOUTH KOREA, USA AND VATICAN CITY:
2.3
VVR-application process
Tilburg University has an agreement with the IND to apply for your residence permit on your behalf.
You can no longer apply for it yourself. Below you will find the application process in steps for the
residence permit through the VVR-procedure.
2.3.1 VVR-application process step by step
1.
You will receive a letter/email of acceptance from your School of Tilburg
University.
2.
The School will submit your dossier to Immigration Office of central International
Office by electronic post.
3.
After the Immigration Officer has received your dossier from the school, you will
receive an email invite by the Immigration Office to pay the immigration fee of 311
Euros (see paragraph 2.3.2) through a digital payment system.
4.
Only after you paid the immigration fee, you will receive an email from the
Immigration Office to start up your VVR-application procedure.
5.
In this email you will be asked for certain required documents (see paragraph 2.3.3)
Next to these documents, you will also:
o need to complete some documents, which will be attached to the email.
6.
Once you have arranged all the required documents, you must scan all of them and
upload them for approval by the Immigration Officer.
7.
When the documents have been approved by the Immigration Officer, she will
inform you via email.
8.
You must send all the original documents to the Immigration Officer by courier.
9.
The Immigration Officer will submit your VVR-application to the IND on your
behalf.
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2.3.2 Immigration fee
Tilburg University does not charge students for the assistance you receive from our Immigration
Officers at the central International Office. However, the IND does charge for the processing of
applications. Students should therefore pay as follows:
Dutch residence permit
€ 311
1. After the Immigration Office has received your dossier from the school you will receive an
email invite by the Immigration Office to pay the immigration fee of 311 Euros (*plus
transaction fee of approximately 9 Euros) through a digital system.
2. Students can pay with Credit Card only! You can also use your family’s or friend’s credit card.
You are requested to transfer the money within one week after the invitation. Please note that
the Immigration Office does not start up your VVR-application before you have paid the fee. If
you transfer the money later than requested the Immigration Office cannot guarantee that
your residence permit will be ready in time.
* Please note if you are holding a Dutch bank account and you will pay with your Dutch bank card, you
will not be charged a transaction fee.
2.3.3 Documents required
Passport
Your passport must be valid for the duration of your program (until at least 30 September 2017 or 28
February 2017, if you come for one-semester exchange program).
If you start your studies in the second semester of the academic year, it must be valid until at least 30
September 2017 or 28 February 2018).
We will need to include copies of the pages with your personal details and signature and those with
any stickers or stamps on them. Copies of blank pages with nothing on them do not have to be included
in the VVR-application.
NOTE: If you have already had a Dutch residence permits application refused for any reason, it will also
be helpful to send us copies of any letters you have received at that time, indicating the reason for
refusal.
Financial Proof
The IND requires proof that you are able to support yourself financially in the Netherlands during your
period of study. You are required to have access to a monthly amount of 875 Euros for living expenses.
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Listed below you can see what amounts you need to prove when studying at Tilburg University for only
one semester or for a full academic year.
Semester
Period
Total needed amount for living
expenses
€ 4,375
For a stay of autumn semester
1 September until 31 January
For a stay of spring semester
1 February until 31 August
€ 6,125
For a stay of full academic year
1 September until 31 August OR
1 February until 31 January
€ 10,500
These living expenses are considered enough to pay for your rent, food, insurance and other general
expenses during your period of study.
Proof of financial support can be provided in different ways, according to how you will be supported
financially during your period of study in the Netherlands.
How to provide financial proof:
OPTION 1
You will transfer the required amount of living expenses to Tilburg University’s bank
account. This money will then be transferred back to you (minus any transaction fees)
after you have arrived at Tilburg University and opened a Dutch bank account through the
International Office. Please note that it can take some time to transfer the money back to
you. Assistance on how to open a bank account will be given at the appropriate time by
the International Office.
OPTION 2
You will support yourself completely.
OPTION 3
You will be supported by someone else, such as a parent or a company.
OPTION 4
You will receive a student grant.
NOTE: It is also possible to use a combination of these four options!
Should you be admitted after the deadlines of the Immigration Office, we will require you
to choose option 1 in order to travel to the Netherlands in time to begin your studies.
ALTERNATIVE OPTION
It is also possible to be supported by a sponsor living in the Netherlands. However, the documents
required are greater both in number and complexity. The balance on a Dutch sponsor’s bank account
must also be higher than the above amounts. If you are thinking of being supported in this way, please
contact the Immigration Officer for individual advice.
The Immigration Officer will email you personally regarding the above options and the documentation
required ensuring that the documents you supply meet the requirements of the IND.
Please do NOT send any documents to the Immigration Officer regarding finances until you have been
asked to do so.
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2.3.4 Approval of your VVR-application
1.
The Immigration Officer will receive approval of your VVR-application from the
IND.
2.
You will receive an email from the Immigration Officer informing you of the
approval of your application, explaining what to do next.
3.
After your arrival at Tilburg University you will be informed about the biometric
data* you have to get taken.
4.
The IND will send a letter to the Immigration Officer confirming that the residence
permit card can be collected.
5.
The Immigration Officer will email you about the collection of your Dutch residence
permit card.
* Biometric data: As of January 2014 you have to have your photograph and two
fingerprints taken for your residence permit. This means that we no longer have
to enclose student’s passport photo with an application. Including fingerprints
on a residence permit is compulsory under a European regulation. This increases
the security of a residence permit and helps to combat fraud and misuse.
2.3.5 How long will the process take?
It will take approximately three weeks for your application to be processed by the IND. The
Immigration Officer will then be notified of the approval by mail and will inform you (within 48 hours)
that your application has been approved.
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2.4
Residence permit
Your residence permit allows you to live legally in the Netherlands. It also acts as a travel document,
allowing you to travel to other Schengen1 area and to return to the Netherlands after your travels. This
permit is entitled as a residence permit type 1, regular limited period.
Example of a Dutch residence permit
Front of Dutch residence permit
Purpose of stay (study) will be mentioned here
Back of Dutch residence permit
When you collect your card, it is important that you check if the information on the card is correct.
Please note that you will only receive the card on showing your original passport. Again we strongly
advise you to make a photo or a scan of front and back of your residence permit card and send it to
your personal email address, so you can have access to it whenever you might lose it.
1
Austria, Belgium, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia,
Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Slovakia, Slovenia, Spain, Sweden,
Switzerland
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2.4.1 Validity of your residence permit
Your residence permit will be valid from the date you will be enrolled as a Tilburg University student.
Exchange students
For a stay of autumn semester
Validation of residence permit card
1 September until 31 January
(5 months plus three extra months the IND
grants you)
For a stay of spring semester
1 February until 31 August
(7 months plus three extra months the IND
grants you)
Degree-seeking students
For a stay as a degree-seeking student
Validation of residence permit card
For the nominal study duration plus three
months the IND grants you
Degree-seeking students who will not finish their studies within the period of validity of their residence
permit must extend their residence permit. The application to extend your residence permit will be
dealt with by the Immigration Officers, who will give you more information at the appropriate time.
2.4.2 Requirements to finalize your VVR-application after arrival
After arrival in Tilburg, still a few last things need to be done in order to finalize your VVR- application.
2.4.2.1 Screening on TBC (only applicable to South Korean nationals)
One of the final requirements of the VVR-application procedure is a tuberculosis screening. The
screening is done through a chest x-ray carried out by the Dutch Public Health Authority (known as the
GGD) who will be on campus during the TOP-week. The costs are 45 Euros (2016 amount) which
students are required to pay directly to the GGD staff. The Immigration Officers will inform the South
Korean students on the date and location of the screening upon arrival.
South Korean students holding a valid long-term residence permit issued by another EU Member State
are exempt from this requirement.
The Dutch Public Health Service (GGD will
come to campus during the TOP- Week to
carry out chest x-rays.
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3.
ADDITIONAL IMMIGRATION REQUIREMENTS
3.1
Registration at Muncipality
Different countries have different ways of recording their population, e.g. some countries choose to
carry out a census every 10 years. However, the Netherlands has a system whereby a live database
(BRP=Basis Registratie Personen) is maintained, recording the most important information about the
population. Dutch law therefore requires all those living in the Netherlands (both Dutch nationals and
non-Dutch nationals) to register at the Municipality in the area in which they live in order to keep this
database up-to-date. Registration is free of charge.
If you will be living in Tilburg and you are a full year student, the Immigration Office will block
appointments with the Municipality for all Non-EU students in September (first semester) and in
February (second semester). More information will be given to you after your arrival at Tilburg
University.
Registration at the local Municipality is mandatory for:
 Degree students.
 Exchange students who will be enrolled for more than one semester at Tilburg University.
 Exchange students who apply for a residence permit through the Working Holiday Program or
Working Holiday Scheme.
 Students who will be studying at Tilburg University for only one semester, but who wish to
work during their time here.
 Students who are going to be accompanied by their spouse irrespective of their length of study
at Tilburg University. *
* Please note that if your spouse will be accompanying you to the Netherlands for your period of study,
you must bring an original marriage certificate with you. This must be in English, Dutch, French or
German (or is official translated into one of those languages) and must have the correct legalisation
stamps on both the marriage certificate and the translation. Please arrange this via your local Dutch
Embassy or Consulate BEFORE your arrival in the Netherlands. For details of your local Dutch Embassy
or Consulate, please see the following website: Ministry of Foreign Affairs.
Between four and six weeks after your registration at Municipality, you will receive confirmation of
your registration trough a letter which will be sent to your Dutch home address. You must check that
the information is correct and keep the document safe. The document also has your social security
number (in Dutch it is called: burgerservicenummer (BSN)) on it. This is a unique identifier and must
be used:
 if you have a part- time job, you must give it to your employer who will use it to ensure that
you are employed legally in the Netherlands.
 you must also use this whenever you have any dealings with e.g. banks, insurance companies,
police etc. based in the Netherlands.
 to open a Dutch bank account, if you do not choose to do it through Tilburg University.
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3.1.1 Documents required for registration
Generally, the following documents are required for registration with your municipality of residence:




Passport and a copy thereof;
Signed rental agreement, confirming your address in the Netherlands and a copy thereof;
Proof of legal residence (can be obtained from the Immigration Office in case required);
Translated (into Dutch, English, French or German in case not issued in one of these
languages) and legalized ‘long form’ (i.e. mentioning the names of the parents) birth
certificate not older than 6 months. *
* In case you will be living in the municipality of Tilburg AND you register with town hall during the
time slots reserved by Tilburg University’s Immigration Office, you are in principle NOT required to
submit a birth certificate. Special arrangements between the municipality and the Immigration Office
have been made in this respect. Should you register with town hall outside the reserved time slots
then you may be required to submit your legalized and translated birth certificate. The municipality
will then inform you accordingly.
If you will be living somewhere other than Tilburg, you must contact your local municipality yourself
to arrange for your registration. Please keep in mind that those other municipality may require also
an original certified birth certificate for your registration
After registration, degree-seeking student also have to add their Dutch address details to
Studielink. This is highly important for administrative purposes at Tilburg University.
3.1.2 Deregistration at Municipality
If you registered as a resident at the local Municipality upon your arrival in Tilburg, you must deregister
before you leave the Netherlands. If you live in Tilburg, you can download the form ‘Notification of
move abroad’ on the website of Tilburg Municipality. At the appropriate time the Immigration Office
will inform you.
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4.
ADDITIONAL ISSUES ON STUDYING AT TILBURG UNIVERSITY
4.1
Arrival in Tilburg
We would strongly recommend that all students arrive at Tilburg University on the Arrival Days and
attend the full Tilburg Orientation Program. Your School will inform you on the exact dates. Tilburg
Orientation Program is the introduction week for all Tilburg students: Dutch and foreign. In addition
to providing useful sessions introducing you to Tilburg University, Tilburg and the Netherlands, the
Immigration Officers will give a presentation about the immigration processes for students who have
just arrived in the Netherlands.
For more information about the Arrival Days and the Tilburg Orientation Program, please look at the
following link: http://www.tilburguniversity.edu/education/mastersprogrammes/practicalissues/afterarrival/arrivaldays/
4.2
Insurance
It is extremely important to have the correct insurance for your period of study in the Netherlands.
Below are the most important types of insurance. These types of insurance can either be bought in
one package, or in separate parts taking into account your individual circumstances and any existing
insurance cover you may already have. It is your responsibility to ensure that you have adequate
insurance cover for every day of your stay in the Netherlands.
4.2.1 Health insurance
Your policy must cover you for the following:
 repatriation on medical grounds
 urgent medical care
 emergency hospital treatment (including admission and treatment costs for a period of stay
in a hospital or psychiatric institution)
If you have private health insurance in your own country, please check with your insurance company
before your arrival in the Netherlands to check whether or not the coverage of your insurance meets
these requirements.
4.2.2 Personal liability insurance
We also strongly recommend you to take out personal liability insurance for the duration of your
studies in the Netherlands. Personal liability insurance covers costs if you should accidentally injure
another person or accidentally cause damage to someone else’s property.
4.2.3 Other insurance
Tilburg University advises you to take out insurance to cover loss or damage to your possessions during
your period of study (household content insurance) and travel insurance to cover your belongings and
medical care when you are travelling. However, some of this insurance cover may be included in your
current insurance package, particularly packages offered to international students. Please therefore
check with your insurance company to confirm details of the cover offered.
More information about the above can be found at:
http://www.tilburguniversity.edu/students/studentlife/insurance/
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4.3
Travelling after arrival in the Netherlands
With your Dutch residence permit, you will be able to travel to the Schengen countries 2 . Tilburg
University’s Immigration Officers are not able to keep updated with the travel requirements for other
countries in Europe and we would therefore strongly recommend that you check requirements with
the embassy of the country to which you wish to travel, either in your own country before you come
to the Netherlands or with the appropriate embassy in the Netherlands after your arrival to make sure
that your travel plans will not be disrupted.
4.4
Working and studying in the Netherlands
Although it is easy to survive in the Netherlands without speaking Dutch, it is difficult to get a job here,
even part-time, without some knowledge of the Dutch language. The Immigration Office has created
a fact sheet, giving you more information about the requirements you will have to fulfill and who to
contact for more information about finding a part-time job. This can be found in APPENDIX 1.
4.5
Immigration process for family members
Should you wish to bring your direct family member(s) (i.e. only spouse and/or children) to the
Netherlands, Tilburg University is able to assist. The process for your family member(s) is quite similar
to your own immigration process.
4.5.1 Fees
Please note that Tilburg University charges a service fee for the assistance with applications for family
members.
Students should therefore pay the following fees for the application(s) for their family member(s):
Description
Fee for spouse / registered partner
Fee for minor children
Immigration fee IND
€ 233*
€ 50*
Service fee Tilburg University
€ 100
€ 100
Total fee to be paid
€ 333
€ 150
* Israeli nationals and nationals from San Marino are exempt from paying the application fee
You can transfer the required amount to Tilburg University’s bank account.
It is required that your and your family’s applications are submitted to the IND simultaneously. In case,
for any reason, this is not possible you will need to take care of your family’s applications yourself.
2
Austria, Belgium, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia,
Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Slovakia, Slovenia, Spain, Sweden, Switzerland
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4.5.2 Required documents
Passport
The same conditions apply as for your own passport.
Financial proof
The IND requires proof that you are able to support yourself and your family member(s) financially
during your period of study. You are required to have access to a monthly amount of 1650 Euros
(2016 amount) for living expenses.
Semester
Period
Total needed amount for living
expenses
For a stay of full academic year
1 September until 31 August OR
1 February until 31 January
€ 19.800
These living expenses are considered enough to pay for your and your family’s rent, food, insurance
and other general expenses during your period of study.
Proof of financial support can be provided in different ways, according to how you will be supported
financially during your period of study in the Netherlands. See section 2.3.3 under ‘financial proof’ for
more details.
Additional documents
When bringing a direct family member to the Netherlands you need to prove your relationship with
that person (e.g. marriage, registered partnership, child, etc.). These documents are required for both
the initial application as well as registration with your municipality of residence in the Netherlands.
You and your family will be required to submit legalized/apostilled
(https://www.government.nl/topics/legalising-documents/question-and-answer/how-can-i-have-aforeign-document-legalised-for-use-in-the-netherlands) and translated (into Dutch, English, French
or German in case the document is not issued in one of these languages) certificates (e.g. birth
certificate, marriage certificate, etc.). Please note that these certificates cannot be older than 6
months.
Once it is known which family member(s) will be accompanying you, the Immigration Office of
Tilburg University will be able to inform you what exact documents will be required in your particular
situation.
Please note that it can be quite time consuming to obtain these documents. It is therefore important
that you inform the Immigration Office of Tilburg University as soon as possible when planning to
take your family member(s) with you.
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4.6
Study progress
These requirements apply only for degree- seeking students, NOT for exchange students.
4.6.1 Nominal duration of study
Every program of study at all Dutch institutions has a nominal duration (or length of study). This is
based on the fact that a student should be able to achieve 60 credits in one academic year.
The nominal duration of each study at Tilburg University is calculated as follows:
Bachelor
Master
Research Master
Total ECTS
180
60
120
ECTS each year
60
60
60
3 years
1 year
2 years
Nominal duration
4.6.2 ECTS credits requirement for Pre-Master programs
In case you have been accepted for a Pre-Master program, you need to complete the Pre-Master
program within one academic year. This means you need to obtain all ECTS allocated to your PreMaster program.
In case you do not complete your Pre-Master program within the aforementioned timeframe, we are
in principle required to deregister you with the IND. In this event, the Immigration Office will inform
you accordingly.
4.6.3 Study Progress Monitoring - ECTS credits requirements
In order to continue your studies in the Netherlands, the IND requires you to obtain a
minimum of 50% of the nominal number of ECTS per academic year or a part of it if you started your
studies later than 1 September.
For example:
Bachelor
Master
Research Master
Total ECTS
180
60
120
Total ECTS 1st year
60
60
60
Minimum ECTS
required by IND to
continue studies at
your current institution
30
30
30
If you do not obtain these ECTS, the IND will not renew your residence permit and therefore you will
no longer be able to continue your studies at Tilburg University.
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IMPORTANT
However, Tilburg University may have different ECTS requirements of its students in order for them to
continue to the next year of the program of study. If this is the case, students’ continuation will be
based on the highest requirements, either those of Tilburg University or the IND. Please check with
your Tilburg University School to confirm the requirements for your program of study.
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5.
ADDITIONAL USEFUL STUDY IN HOLLAND INFORMATION
Nuffic
Nuffic is an independent, non-profit organization based in The Hague, the Netherlands. Its aim is to
support internationalization in higher education, research and professional education in the
Netherlands and abroad, and to help improve access to higher education worldwide. Nuffic’s most
important partners within the Netherlands are the Dutch Ministry of Education, Culture and Science,
the Ministry of Security and Justice.
In order to support Nuffic in its tasks, overseas offices called Netherlands Education Support Offices
(NESO) have been set up. Their main tasks are the promotion of Dutch higher education outside the
Netherlands and the enhancement of cooperation between higher education institutions in the
Netherlands and institutions in their own particular region.
The NESO offices also serve as a channel for information and provide support and liaison for the
academic communities of the Netherlands and the country in which they are situated. They provide
information and guidance regarding the choice of an international course or program of education or
training. NESO also run special events for those coming to the Netherlands to study, such as predeparture meetings where students can find out more about the experience of studying in the
Netherlands from the point of view of their own culture. Some of the staff at the NESO offices have
either studied in the Netherlands or lived here and so are able to give you a very personal impression
of what it is like to live and study here. Please do not hesitate to contact your local NESO office for
more information.
NESO offices are located in Brazil, China, India, Indonesia, Korea, Mexico, Russia, Taiwan, Thailand and
Vietnam.
South-Korean students can contact the NESO office via: http://www.nesokorea.org/
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6.
FREQUENTLY ASKED QUESTIONS
1.
I have more than one nationality. Do I have to apply for a residence permit?
It depends on which nationalities you hold and what the requirements are for those nationalities.
Please contact the Immigration Officer for advice at immigration@tilburguniversity.edu. If you are
an exchange student, you must also check with your home institution whether they have specific
requirements regarding the nationality under which you are registered at Tilburg University.
2.
Do I have to apply for a residence permit by a certain date?
You will have to pay the immigration fee within one week after you have received the email
invitation. Furthermore, in the first email you receive from the Immigration Officer, there will be
a deadline by which you should send any required documents for approval.
This deadline is given:
 to ensure that you have time to arrange the documents which meet the requirements of
the IND
 to courier the original documents to Tilburg University
 to allow the Immigration Office to process and submit your application to the IND
 to allow the IND to process your application before Arrival Day
It is therefore important that you meet this deadline. But, the sooner you send the documents via
email to the Immigration Officer, the better. But not before you have been contacted by the
Immigration Office about what documents are required!
3.
How does the IND decide how much money I have to have?
The IND calculates the average cost per month for an international student to live in the
Netherlands, based on expenses such as insurance, accommodation and food. This monthly
amount is increased each year in line with inflation.
For 2016-2017, the rate for all incoming students has been set as follows:
Semester
Period
Total needed amount
for living expenses
€ 4,375
For a stay of autumn semester
1 September until 31 January
For a stay of spring semester
1 February until 31 August
€ 6,125
For a stay of full academic year
1 September until 31 August OR
1 February until 31 January
€ 10,500
These living expenses are considered enough to pay for your rent, food, insurance and other
general expenses during your period of study. For your application for a Dutch residence permit,
you need to demonstrate that you have the whole amount available on your account (or that of
your parent or your sponsor, if they are supporting you), minus any grant you receive.
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4.
How do I know that this transfer of my living expenses will be safe?
Tilburg University has been dealing with the transfer of living expenses for a number of years. We
know how important it is to deal with this properly, as it is a lot of money. If you have to transfer
your living expenses, you will receive a Transfer Request Form from the Immigration Office,
indicating the amount of money you must transfer and giving the bank details you will need to
make this transfer. In this document, Tilburg University confirms how the money will be used and
when it will be transferred back to you.
We must wait until we receive written confirmation from our bank that the money has been
received. This can take between couples of days to two weeks, depending on the country from
where the transfer is made. However, as soon as we receive confirmation from our bank, we will
send you an email.
Example of a Transfer Request Form
Delays to us receiving money can be caused by:




Transfers being made in a currency other than Euros
The transfer being made to a different account
The reference number not being given with the transfer
The transfer being made in the name of someone else (e.g. a parent); if this happens,
please inform the Immigration Officer immediately.
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5.
I want to transfer my living expenses to Tilburg University for my residence permit application.
When will I receive the money back?
When your residence permit application has been approved, you will receive an email from the
Immigration Officer. As soon as you arrived at Tilburg University and informed the Immigration
Officer about your Dutch bank account number and your Dutch address details, your living
expenses will be transferred into your Dutch bank account. However, please note that it can take
up to several weeks until you have access to the money. More information will be given to you
after arrival. However, we cannot start the process of repayment until you are actually at Tilburg
University and therefore we would strongly advise you to bring some cash with you to spend
during the first two weeks in the Netherlands.
6.
Can I start to prepare the documents now for my VVR-application?
No! There are several reasons for this. Firstly, until your details have been given to the
Immigration Officer, it is not certain exactly which documents you will need to provide, if any. In
addition, the IND requires that documents are less than 3 months old when your application is
submitted. Preparing documents too far in advance may mean that you have to request new
documents later in the year, which could cost you more money. After you have paid the
immigration fee you receive the first email from the Immigration Officer, you will be given internet
links which will provide you with all the information you need and examples of the documents
required. The process is therefore as simple as we can make it. We would therefore ask you to
wait until you receive that email.
7.
The documents provided by my bank are not exactly the same as the example documents you
provided. Is that important?
Yes, it is important. The example documents we provide contain all the information to ensure that
your application will be approved without any delays and without the need for additional
documents to support your application. They have been created as a result of both the
requirements of the IND and our experience in applying for residence permits. Any differences
between the example documents and the documents provided by your bank could mean that we
will not be able to approve those documents and you will need to provide other documents.
8.
How long will my application take after is has been sent to the IND?
This is very difficult to answer. As a guideline, the IND will process all VVR-applications within a
period of approximately three weeks. However, this cannot be guaranteed, particularly during
busy months as May, June, July, August, November, December and January and if, for example,
you have applied previously for a Dutch residence permit.
9.
Have you heard anything about the progress of my application?
The Immigration Officer will be informed by the IND directly if there is a problem with your
application or if it has been approved. If there is a problem with your application and we need
more information from you, we will contact you within 24 hours of receiving a letter from the IND.
As soon as approval has been received by the Immigration Officer, we will email you to confirm
approval. We expect to do that on the same day that we receive approval. The most important
thing to remember is that we will contact you within 24 hours if we hear anything about your
application. As soon as we know something, you will!
10. Can I book my travel to the Netherlands before I have received approval of the application?
Yes, you can since you do not have to have an entry visa in order to enter our country.
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11. If I email/telephone you every day asking about the status of my application, will this speed
up my application?
The simple answer is ‘No’. IND receives thousands of applications each year. Behind every
application is a story the same as yours and every application is therefore as important as the
next. We cannot ask for your application to be processed more quickly than that of any other
student.
However, the Immigration Office does have a procedure for following up applications with the
IND. This means that we pro-actively contact the IND if we think that an application is taking too
long. In this way, we keep track of the progress of applications. During spring and summer, the
Immigration Officers at Tilburg University will be very busy processing applications. Whilst it is
important that you contact us if you have any specific questions about your application (such as
documentation required), delays would be caused to all applications if all our applicants
telephoned or emailed us daily about the status of their applications. We would therefore ask you
to be patient and trust that we will contact you immediately if there is either a problem with your
application or we receive approval.
12. Do I have to have any medical/physical checks before I come to the Netherlands?
No. The IND requires no medical/physical checks or certificates before you enter the Netherlands.
However, you must have a chest x-ray taken on campus by the Dutch Public Health Service (known
as the GGD). This is to check for the presence of tuberculosis. However, you cannot have this done
in your own country. It must be done after your arrival in the Netherlands.
13. What happens to me if I don’t apply for my residence permit?
If you do not fill out the documents for your residence permit application process and return it to
the Immigration Officer before your arrival, your VVR-application will not be complete and
therefore not be submitted to the IND. If you do not have a Dutch residence permit, you do not
meet all the requirements of enrolment at Tilburg University, which means we cannot enrol you
as a student. Since your stay exceeds the time limit of 90 days you will be an illegal immigrant.
14. What do I do if I lose my residence permit card?
Firstly, we would strongly advise you to make a photo both the back and front of your residence
permit with your Smartphone AND email it to yourself so that you have access to it anywhere in
the world.
If you lose your residence permit card or it is stolen, you should contact the Immigration Office.
You may also check the website of the Immigration Office, which is:
https://www.tilburguniversity.edu/education/immigration/noneu/currentstudent/#residence_p
ermit_card_lost_or_stolen
.
Please be informed that IND charges 259 Euros (2016 amount) for a new residence permit card,
which you must pay yourself.
15. What do I do if I change my address in the Netherlands?
If you move accommodation during your period of study in the Netherlands, you must always
inform:
 Tilburg University.
This can be done online via the University’s website.
Go to http://www.tilburguniversity.edu/students/ and click on ‘Change of address’.
 The Municipality where you are registered.
This should be done as soon as possible after you have moved.
For those who will be living in Tilburg, can use the form ‘Notification Change of Address’
which can be collected from the Immigration Office.
The Municipality of Tilburg details can be found via http://www.tilburg.nl/contact/
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7.
SHORT SUMMARY
The process of applying for your residence permit is a joint effort between you and the Immigration
Officers. We need your help and cooperation to ensure your application is dealt with quickly,
efficiently and successfully.
We would therefore ask you to do the following:
1. Check your email regularly.
The Immigration Officers will contact you directly via email about your application. In order to
avoid delay, we need you to respond quickly if we have any additional requests from the IND.
When you change your email address during the process, please inform the Immigration Office and
your school.
2. Follow the instructions given to you by the Immigration Officers.
Our expertise will ensure that, if you follow the instructions given, there should be no problems
with your application.
3. Contact the Immigration Officer if you do not understand the instructions given to you.
We are more than happy to explain what is required because it is important that you understand
what the requirements are.
4. Attend the immigration session during TOP-week about additional immigration information.
5. Have your chest X-ray taken on campus during TOP-week (if required)
Since this is part of the VVR-application for South Korean nationals.
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8.
SCHEMATIC REPRODUCTION OF VVR-APPLICATION PROCESS
You will receive a letter/email of acceptance from your Tilburg University School.
VVR- application for Dutch Residence Permit
After the Immigration Office has received your dossier from the School, you will receive
an email invite by the Immigration Office to pay the immigration fee of 311 Euros (plus
transfer costs) through a digital system. The Immigration Office will only start up the
procedure after you have paid the fee.
After these you will receive an email from the Immigration Officer asking to complete
some documents. Also any additional documents required to support your VVRapplication will be asked for.
You must upload the required documents in the online system and click on ‘submit’.
When the documents have been approved by the Immigration Officer, you must send
the original documents to the Immigration Officer by courier.
The Immigration Officer will submit your VVR-application to the Immigration Service on
your behalf.
The Immigration Officer will receive approval of your application from the IND.
You will receive an email from the Immigration Officer informing you of the approval of
your application, explaining what to do next.
You travel to the Netherlands.
You attend the immigration session during TOP-week.
You have your chest x-ray taken on campus during TOP-week (only for South-Korean
students)
You have to provide your biometric data to the IND. After your arrival in Tilburg we will
inform you how to arrange that.
After your residence permit card is ready to be collected, the Immigration Officer will
inform you when and where to collect your card.
You must register at Municipality if you will be enrolled at Tilburg University for longer
than 4 months (one semester Exchange students are exempted). If you will be living in
Tilburg during your period of study, you will be informed on arrival about how to
register; if you will be living outside Tilburg, you must contact the local Municipality
yourself.
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9.
APPENDIX 1
.INTERNATIONAL
STUDENTS
AND PART-TIME JOBS
Can I work during my studies in the Netherlands?
All students studying in the Netherlands are allowed to work in their spare time. However, what
documents are required and how many hours you are allowed to work differ according to the
nationality you have. Detailed below are the requirements and what you are entitled to do, depending
on the nationality you have.
Nationality
Documents Required
Working Hours
EU/EEA + Switzerland + Japan
No Work Permit required
Unlimited
Work Permit required
maximum of 10 hours per week
OR full time in June, July and
August
Work Permit required
Possibility of working for more
than 10 hours a week, but this
will be decided on an individual
basis
(except Croatians)
Non-EU/EEA
(with a Dutch residence permit for
study purposes)
Croatians
(with Verification against EU
Community Law)
What do I have to do before I can start to look for a job?
Non-EU/EEA nationalities:
You must have applied for a residence permit and have a letter from the Dutch Immigration Service
confirming that your application has been received
PLUS
All nationalities:
You must have a social security/citizenship number, also called ‘Burger Service Nummer’ or BSN. This
is given to you when you register at Municipality. It will take a number of weeks after your appointment
to register at Municipality before you receive this number, so if you are only staying in the Netherlands
for one semester or if you want to work immediately, you must make your own appointment at
Municipality. If you live in Tilburg, please ring 14 013 to make an appointment to register. You will
then be informed about the documents you must take with you to your appointment.
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How do I apply for a Work Permit?
You cannot apply for a Work Permit (in Dutch is called TWV) yourself. Your employer must do that for
you at UWV (information only available in Dutch). You will need a Work Permit for each job that you
have, so when you change jobs, your new employer will have to apply for a new Work Permit. You
must first, therefore have a job!
How do I find a part-time job?
One of Tilburg University’s student organizations, I*ESN, assists international students in looking for
part-time jobs. Please go to http://www.iesntilburg.nl/. This will give you information about the rules,
regulations and suggestions as to how to look for a part-time job.
You can also try to find a job through an employment agency (‘uitzendbureau’ in Dutch). For details of
the employment agencies in Tilburg, go to www.yellowpages.nl and search for ‘employment agency’.
Some agencies specialize in jobs for students.
You can also look on the internet. Some examples of useful websites aimed specifically at non-Dutch
applicants include: www.undutchables.nl and www.dutchisnotrequired.nl
You can also use the Student Desk at Tilburg University, located on the third floor of the Academia
building. The Student Desk has an extensive selection of useful information, including vacancy lists and
professional journals.
Please also take into account that international students who do not speak Dutch will have more
difficulty in finding a job than those who speak at least a small amount of Dutch.
What are the requirements for medical insurance when I am working?
All those working in the Netherlands, either part-time or full time, must have a basic level of medical
insurance. This is not the same as the student medical insurance policy which you already have.
Students working at Tilburg University can take advantage of the University’s discount medical
insurance policy with CZ (a Dutch medical insurance company). Please see the following website for
more information: http://www.tilburguniversity.edu/students/studentlife/insurance/ and contact Mr
Frank Regouin (013 466 3392) if you have any questions regarding this.
Please remember that, in addition to medical insurance, you must also have liability insurance. You
can find information about this on the same website.
Do I have to pay tax?
You will be required to pay tax on your earnings, if you earn above a certain limit each calendar year.
This will be deducted by your employer from your pay before you receive it. Your employer also has
to make social security contributions to the Dutch government to support the payment of disability
pay and unemployment benefits. These are deducted from your pay before you receive it and will be
detailed on your pay slip. For a detailed explanation of these deductions, please ask your employer
for an explanation of your pay slip.
Do I have to stick to the rules?
We would obviously strongly recommend that you stick to the rules described above. However, some
students work in cafes or restaurants where they are paid without having deductions made for either
tax or social security contributions. This is illegal in the Netherlands and could have a negative effect
on your right to stay in the Netherlands. Another disadvantage is that you will not be insured if you
are working illegally, and if there is an accident at work, you will not be covered by your insurance
policy. This could have serious financial implications for you.
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The Office of Work Inspections has stated that a priority for 2011 was checking whether international
students work more than the hours allowed by law. Since then there is also increased cooperation
between the Immigration Service and the Office of Work Inspections students who are working
illegally.
Who should I contact if I have any questions about the above?
Subject
Residence permit
Verification against EU Community Law
Registration at the Immigration Service
Part-time jobs
Work Permit application
Burgerservicenummer (BSN)
Medical insurance
(for students working at Tilburg University only)
Medical insurance
(for students who are not working)
Immigration Office
Contact Person
Immigration Office (immigration@tilburguniversity.edu )
Immigration Office (immigration@tilburguniversity.edu )
Immigration Office (immigration@tilburguniversity.edu )
http://www.iesntilburg.nl/
www.yellowpages.nl
www.undutchables.nl
www.dutchisnotrequired.nl
Student Desk - third floor, Academia building (A301)
Your employer
Municipality in the area in which you live
(Tilburg Municipality: telephone 14 013)
Frank Regouin
(F.C.G.Regouin@tilburguniversity.edu ) or 013 466 3392)
http://www.tilburguniversity.edu/students/studentlife/insura
nce/
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