2016-2017
INTERNATIONAL OFFICE
Immigration Booklet
For ExchangevStudents from
Australia, Canada, New Zealand
www.tilburguniversity.edu/immigration
International Office
1
Version 1.0-February 2013
CONTENTS
FOREWORD ............................................................................................................................................. 3
1.
2.
THE IMMIGRATION OFFICE ............................................................................................................. 4
1.1
Introduction of Immigration Officers ...................................................................................... 4
1.2
Contact details......................................................................................................................... 4
IMMIGRATION PROCEDURES .......................................................................................................... 5
2.1
Dutch Immigration and Naturalization Service ....................................................................... 5
2.2
Countries ................................................................................................................................. 5
2.3
WHP/WHS application process ............................................................................................... 5
2.3.1
WHP/WHS application process step by step ................................................................... 6
2.3.2
Immigration fee ............................................................................................................... 7
2.3.3
Documents required........................................................................................................ 7
2.3.4
Approval of your WHP/WHS-application ........................................................................ 8
2.3.5
How long will the process take? ..................................................................................... 8
2.4
Residence permit..................................................................................................................... 8
2.4.1
3.
ADDITIONAL IMMIGRATION REQUIREMENTS............................................................................... 10
3.1
4.
Validity of your residence permit .................................................................................... 9
Registration at Municipality .................................................................................................. 10
3.1.1
Documents required for registration ............................................................................ 11
3.1.2
Deregistration at Municipality....................................................................................... 11
ADDITIONAL ISSUES ON STUDYING AT TILBURG UNIVERSITY....................................................... 12
4.1
Arrival in Tilburg .................................................................................................................... 12
4.2
Insurance ............................................................................................................................... 12
4.2.1
Health insurance............................................................................................................ 12
4.2.2
Personal liability insurance............................................................................................ 12
4.2.3
Other insurance ............................................................................................................. 12
4.3
Travelling after arrival in the Netherlands ............................................................................ 13
4.4
Visas/Residence permits for family members....................................................................... 13
5.
FREQUENTLY ASKED QUESTIONS .................................................................................................. 14
6.
SHORT SUMMARY ......................................................................................................................... 16
7.
SCHEMATIC REPRODUCTION OF WHP/WHS-APPLICATION PROCESS .......................................... 17
FOREWORD
Congratulations on making Tilburg University your choice for further education, as a non-degree
seeking student on one of our many exchange programs with our partner universities worldwide.
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
International 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 Naturalization Service
The Dutch Immigration and Naturalization Service (known as the IND) has an important government
task. The IND is responsible for implementing immigration and naturalization policies in the
Netherlands. The IND issues decisions on applications for residency and naturalization 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
New Zealand
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.
2.3
WHP/WHS application process
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
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Please note that you are only allowed to apply for WHP/WHS once and are not eligible if you have
been granted one before. If you meet these conditions and if you want to apply for a residence
permit through the Working Holiday Program (WHP) or the Working Holiday Scheme (WHS), please
read this Immigration booklet for exchange students from Australia, Canada and New Zealand. If
you do not meet these conditions please read the Immigration Booklet for passport holders from
Australia, Canada, Japan, Monaco, New Zealand, United States of America and Vatican City.
Below you will find the application process in steps for the residence permit through the WHP/WHSprocedure.
2.3.1 WHP/WHS application process step by step
1.
You will receive a letter/email of acceptance from the School of Tilburg
University.
2.
The School will send your dossier to Immigration Office of central International
Office.
3.
After the Immigration Officer has received your dossier, you will receive an email.
4.
In this email you will be asked for certain required documents (see paragraph
2.3.3)
Next to these documents you will also need to complete the application form for
the residence permit, which will be attached to the email
5.
Once you have arranged all the required documents, you must upload all of them
in the online system and click on ‘submit’. The Immigration Officer will check and
will give you feedback.
6.
When the documents have been approved by the Immigration Officer, she will
inform you via email.
7.
You must bring all the approved original documents with you to the Netherlands.
8.
After your arrival at Tilburg University, you must register with local municipality
and go to IND ‘s-Hertogenbosch for submitting your WHP/WHS-application. At
the IND desk your biometric data* will be taken and a sticker in your passport will
be placed. You will receive more detailed information about the submitting part
after arrival.
*
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Biometric data: As of January 2014 you have to have your photograph and
fingerprints taken for your Dutch residence permit. This means that you no
longer have to enclose your passport photo with your 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.
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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
€ 50
You will have to pay the fee in cash during your appointment at the IND. Information about your
appointment will be given after arrival at Tilburg University.
2.3.3 Documents required
Passport
Your passport must be valid for the duration of your program (until at least 31 January 2017 if you
start your studies in the first semester of the academic year OR 31 August 2017 if your start your
studies in the second semester of the academic year).
You will need to include copies of the pages with your personal details and signature and those with
any stickers or stamps on them for your application. Copies of blank pages with nothing on them do
not have to be included in the 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. For this residence permit application, you have to proof that you have a return
ticket to your home country. You will need to attach a copy of your return ticket to your application.
Although you are not required to provide proof of sufficient means of support, we strongly
recommend that you have at least € 875 per month available (plus return ticket) in the Netherlands,
as employment is not assured.
Health insurance
For the residence permit application you have to proof that you have health insurance with cover in
the Netherlands. You will need to attach a copy of your insurance policy or your insurance card to
your application.
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2.3.4 Approval of your WHP/WHS-application
1.
You will receive approval of your WHP/WHS-application from the IND at your
registered Dutch address.
2.
The IND will send a letter to us confirming that the residence permit card can be
collected.
3.
You will have to collect the residence permit card.
2.3.5 How long will the process take?
This process may take as long as three months. It may also take less than three months. However, we
cannot guarantee when you will receive your Dutch residence permit card. The IND puts a sticker in
your passport, confirming that you have applied for a residence permit. This sticker confirms that you
have an immigration procedure in progress and confirms your legal residency in the Netherlands.
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 card
Front of Dutch residence permit
Purpose of stay (working holiday program) will
be mentioned here.
Back of Dutch residence permit
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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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. We strongly advise
you to make a photo 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.
2.4.1 Validity of your residence permit
Your residence permit will be valid for one year from the date you have submitted your application
to the IND.
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3.
ADDITIONAL IMMIGRATION REQUIREMENTS
3.1
Registration at Municipality
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) 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 an Exchange student who applies for a residence permit
through the WHP/WHS, 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 will be accompanied by their spouse irrespective of their length of study at
Tilburg University.
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 Citizen Service
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
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 (TOP). 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/exchangeprogrammes/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. For further information, please click
here.
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.
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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 countries2. 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
Visas/Residence permits for family members
Tilburg University does NOT apply for visas and residence permits for family members. If you wish to
bring your family member(s) with you to the Netherlands, you can contact the Dutch
Embassy/Consulate in your home country or the IND in the Netherlands.
The IND brochure ’Enabling a family member or relatives to come to the Netherlands’ can be found
through this link: https://ind.nl/EN/Documents/3085.pdf. On page 9 you will find the contact details
of the IND in case you need more information about the requirements.
For details of the Dutch Embassies/Consulates, please see the following website: Ministry of Foreign
Affairs
Please take into account that the procedure for your family will take a maximum of 90 days. The
costs for the application fee and how much funds you must have to sponsor your family member(s),
can be found here: https://ind.nl/EN/individuals/family/costs-income-requirements
The application form which you need to complete, can be collected from the Dutch diplomatic post.
Please be aware that Immigration Officers of Tilburg University are not up-to-date with the
requirements for visas/residence permits for family members. Therefore we strongly recommend
you to contact the IND when you have specific questions regarding this application process.
2
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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5.
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?
In the first email you receive from the Immigration Office, there will be a deadline by which you
should email 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.
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.
Can I start to prepare the documents now for my WHP/WHS-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 three months old when you hand in
your application. Preparing documents too far in advance may mean that you have to request
new documents later in the year. When you receive the first email from the Immigration Office,
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.
4.
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.
5.
What happens to me if I don’t apply for my residence permit?
If you do not fill out the residence permit application form and meet the appointment with the
Municipality and the IND after arrival at Tilburg University, your WHP/WHS-application will not
be complete. If you do not have a Dutch residence permit, you do not meet all the requirements
of enrollment at Tilburg University, which means we cannot enroll you as a student. Since your
stay exceeds the time limit of 90 days you will be an illegal immigrant.
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6.
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 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 for a new residence permit card, which you must
pay yourself.
8.
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’.
This 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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6.
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.
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
You will get additional immigration information.
5. Attend your appointment at Municipality and IND
You will get more information on that during immigration session.
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7.
SCHEMATIC REPRODUCTION OF WHP/WHS-APPLICATION PROCESS
WHP/WHS-application for Dutch residence permit
You will receive a letter/email of acceptance from your Tilburg University School
After the Immigration Officer has received your dossier, you will receive an email
from the Immigration Office
You must email the required documents and the completed application form to
the Immigration Officer
for approval.
When the documents have been approved by the Immigration Officer, you are
required to bring the original documents with you to the Netherlands.
You travel to the Netherlands.
You attend the immigration session during TOP-week.
You go to your appointment at the IND ‘s-Hertogenbosch to hand in your
WHP/WHS-application and to have your photograph and fingerprints taken for
your Dutch residence permit card.
You go to your appointment to register at Municipality.
After your residence permit card is ready to be collected, the Immigration Officer
will inform you when and where to collect your card.
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