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For passport holders from

Immigration Procedure

For non-EU students holding a Dutch residence permit

v

www.tilburguniversity.edu/immigration

2019-2020

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CONTENTS 1. THE IMMIGRATION OFFICE ................................................................................................................. 3

1.1 Introduction .................................................................................................................................... 3

1.2 Contact details ................................................................................................................................ 3

2. YOUR IMMIGRATION PROCEDURE ..................................................................................................... 4

2.1 Extension (EXT) of Dutch Residence Permit (RP) ............................................................................ 5

2.2 Reporting (REP) of change of recognized sponsor (i.e. change of educational institution) ........... 6

2.3 Change of Purpose of Stay (CPS) .................................................................................................... 7

2.4 Immigration fee .............................................................................................................................. 8

2.5 Required documents ...................................................................................................................... 8

2.6 Residence permit ............................................................................................................................ 9

2.6.1 Validity of your residence permit ......................................................................................... 10

2.7 Immigration requirements after arrival in Tilburg ....................................................................... 10

2.7.1 Registration with municipality of residence ......................................................................... 10

2.7.1.1 Deregistration with municipality of residence ............................................................. 10

3. ADDITIONAL INFORMATION ............................................................................................................. 11

3.1 Arrival in Tilburg ........................................................................................................................... 11

3.2 Insurance ...................................................................................................................................... 11

3.2.1 Health insurance .................................................................................................................. 11

3.2.2 Personal liability insurance .................................................................................................. 11

3.2.3 Other insurance .................................................................................................................... 11

3.3 Travelling after arrival in Tilburg .................................................................................................. 11

3.4 Study progress .............................................................................................................................. 12

3.4.1 Nominal duration of study ................................................................................................... 12

3.4.2 Requirement for Pre-Master/ Pre-Bachelor programs ........................................................ 12

3.4.3 Study Progress Monitoring ................................................................................................... 12

4. FREQUENTLY ASKED QUESTIONS (Q&A) ...................................................................................... 13

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1. THE IMMIGRATION OFFICE

1.1 Introduction

Ellis Renders – Immigration Coordinator

Working days: Monday to Friday

Kristel Weijters – Immigration Coordinator

Working days: Monday-Tuesday & Thursday-Friday

Annemieke van den Goor – Immigration Coordinator

Working days: Monday-Wednesday-Thursday

1.2 Contact details

E-mail : immigration@tilburguniversity.edu Website : www.tilburguniversity.edu/immigration Walk-in hours : Every Tuesday from 10 am to 12 pm & Thursday from 2 pm to 4 pm Location : Academia building, Student Desk, 3rd floor

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2. YOUR IMMIGRATION PROCEDURE In case you already hold a Dutch residence permit may need to undergo one of the following procedures:

1) You hold a residence permit for study purposes and it is not valid throughout the next academic year. Your current permit will need to be extended (see 2.1).

2) You hold a residence permit for study purposes and it is valid throughout the next academic year. However, you were studying at another educational institution and will now be studying at Tilburg University. The Dutch authorities will need to be notified of this change in educational institution (see 2.2).

3) You hold a residence permit for other purposes than study. The purpose of stay of your residence permit may need to be changed (see 2.3). At the same time, the current residence permit can be extended for the coming academic year. You do not need to change the purpose of stay in case your main purpose of stay in the Netherlands is (and remains):

Verblijf bij geregistreerd partner (Stay with registered partner or spouse)

Verblijf als familie- of gezinslid (Stay with family member)

Verblijf als familie of geprivilegieerd (Stay with family member of privileged

Zoekjaar (Search year)

Kennismigrant (Highly skilled migrant)

Tijdelijke humanitaire of niet tijdelijke humanitaire gronden (Temporary humanitarian or non-temporary humanitarian grounds)

Asiel (Asylum)

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2.1 Extension (EXT) of Dutch Residence Permit (RP)

Student's file will be automatically forwarded to

Immigration Office (IO)

IO reviews information and contacts student with

process overview (including required

documents)

Student gathers all relevant documentation and

uploads to MySAS within 7 days

IO reviews documentation within 7 working days. If all documentation is correct

then IO sends email to request originals

Student sends originals to IO via courier/Dutch

regular mail

Upon receipt of originals IO sends application to

Immigration and Naturalization Service

(IND)

Within 4-6 weeks IND approves application and

sends confirmation of change of recognized

sponsor

Upon receipt of approval IO contacts student with further information and

instructions

Student arrives at Tilburg University

IO contacts student with further information in

respect to local registration (if applicable)

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2.2 Reporting (REP) of change of recognized sponsor (i.e. change of educational

institution)

Student's file will be automatically forwarded to

Immigration Office (IO)

IO reviews information and contacts student

with process overview (including required

documents)

Student gathers all relevant documentation and uploads to MySAS

within 7 days

IO reviews documentation within 7

working days. If all documentation is

correct then IO sends email to request

originals

Student sends originals to IO via courier/Dutch

regular mail

Upon receipt of originals IO sends

application to Immigration and

Naturalization Service (IND)

Within 4-6 weeks IND approves application

and sends confirmation of change of recognized

sponsor

Upon receipt of approval IO contacts student with further

information and instructions

Student arrives at Tilburg University

IO contacts student with further

information in respect to local registration (if

applicable)

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2.3 Change of Purpose of Stay (CPS)

Student's file will be automatically forwarded to Immigration Office (IO)

IO reviews information and contacts student with

request for payment immigration fee

Student pays immigration fee within 7 days

Student automatically receives immigration

process overview (including required

documents)

Student gathers all relevant documentation and uploads to MySAS

within 7 days

IO reviews documentation within 7

working days. If all documentation is correct then IO sends e-mail to

request originals

Student sends originals to IO via courier/Dutch

regular mail

Upon receipt of originals IO sends application to

Immigration and Naturalization Service

(IND)

Within 2-4 weeks IND approves application and

sends approval new Residence Permit (RP) to

IO

Upon receipt of approval IO contacts student with further information and

instructions

Student arrives at Tilburg University

IO contacts student with further information in

respect to RP card, local registration

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2.4 Immigration fee

Tilburg University does not charge students for the assistance they receive from the Immigration Office. However, the IND does charge a fee for the processing of each application. The amount of that fee is indexed each year. After the Immigration Office received your student file you will receive an email requesting you to pay the immigration fee1 of 171 EURO (2019 amount), through a digital payment system. You then need to pay the immigration fee within 7 days of receiving the request. You can only pay with a credit card or a Dutch bankcard. It is not required for the card to be in your name. Please note that the Immigration Office does not start your immigration process without receiving the payment of the immigration fee first. In case you pay the fee later than requested, the Immigration Office cannot guarantee that your immigration process will be completed in time.

2.5 Required documents

General Please do not send any of the documents mentioned below to the Immigration Office before being asked to do so. Passport Your passport needs to be valid for at least one academic year and needs to have at least two (2) blank pages. When submitting your application with the IND we will need to include a copy of your passport bio-page (i.e. the page(s) with your personal details) and all pages with stickers and/or stamps. Blank pages are therefore not required. Residence permit Your valid Dutch residence permit. When submitting your application with the IND we will need to include a copy of your residence permit. Declaration Study Progress Monitoring and Antecedents Certificate The Immigration Office will provide these documents to you. You will then need to complete and sign them. Financial Proof Living Expenses You will have to demonstrate that you have sufficient funds to support yourself during your studies at Tilburg University. The required amount to live in the Netherlands is set at € 900 per month. For a stay of a full academic year, you will need to demonstrate sufficient funds of at least € 10,800. This amount only serves as proof of the costs of living in the Netherlands (i.e. rent, grocery shopping, etc.). AND Study costs (NOT applicable to exchange students) In addition to the living expenses (€ 10,800), you will have to prove that you have sufficient funds to pay for your study costs. For the exact amount you will need to demonstrate, we refer to the “Acceptance of Offer” letter you received from your Admissions Officer. The indicative amount mentioned in this letter will be used for your immigration process.

1 plus the transaction fee, if applicable

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OPTION 1 having a Dutch bank account showing the required amount OPTION 2 supporting yourself (including student loan). OPTION 3 being supported by a third party abroad, such as a parent or a company. OPTION 4 receiving a student grant/ scholarship. NOTE: It is also possible to combine these options in order to prove the total amount. ALTERNATIVE OPTION It is also possible to be supported by a sponsor living in the Netherlands. However, the documents required are greater in both number and complexity. In addition, the total amount that needs to be proven is higher than the amount mentioned above. If you are considering this option, please contact the Immigration Office for individual advice.

2.6 Residence permit

Once the process described in the flowchart above has been completed, you will receive your (new) Dutch residence permit card (if applicable). This card will allow you to reside in the Netherlands. It also allows you to travel to other Schengen2 countries and to re-enter the Netherlands. Example of a Dutch residence permit card:

In order to collect the card you will need to show your original passport and current Dutch residence permit card. When collecting your card, it is important that you check whether the information on the card is correct. We strongly advise you to make a photo or scan of your residence permit card (front and back) and send it to your personal email address should you ever need it.

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

Front

Back

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2.6.1 Validity of your residence permit

Your residence permit will be valid for the duration of your study program plus 3 months. In case you are not able to finish your study program before the end date of your residence permit card you may need to extend it. The Immigration Office will contact you in this respect at the appropriate time.

2.7 Immigration requirements after arrival in Tilburg

2.7.1 Registration with municipality of residence

Registration with your municipality of residence is a requirement for your Dutch residence permit. In case you are moving within the Netherlands, changing your registration is therefore mandatory. Please complete and sign the attached form in order to change your address. Once completed and signed please send the form to the municipality of Tilburg (address mentioned on the form).

In case you are moving to another municipality than Tilburg, please inform us thereof and contact your local town hall as soon as possible to schedule an appointment.

You do not need to deregister with your current municipality of residence this will be done automatically.

After changing your address, you need to update your contact details in Studielink (if applicable).

2.7.1.1 Deregistration with municipality of residence

When leaving the Netherlands permanently (or for more than 8 months in a 12-month period) you are required to deregister with your municipality of residence. If you lived in Tilburg, you can download the form ‘Notification of move abroad’ on the website of the municipality of Tilburg (https://www.tilburg.nl/fileadmin/files/inwoners/verhuizen-verbouwen/015.07.14.08_PDF_notification_moving_abroad.pdf).

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3. ADDITIONAL INFORMATION

3.1 Arrival in Tilburg

We would strongly recommend that all students arrive at Tilburg University during the Registration Days and attend the full Tilburg Orientation Program (TOP). Your School will provide you with further information in this respect. During TOP-week, the Immigration Office will give a presentation on the remaining requirements of the respective immigration processes. For more information you can visit:

- https://www.tilburguniversity.edu/education/practicalissues/afterarrival/registration-days/ - https://www.top-week.nl/en/

3.2 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 be obtained either in one package, or in separate parts, taking into account your individual circumstances and any existing insurance you may already have. It is your responsibility to ensure that you have adequate insurance for the entire duration of your stay. For further information, please click here.

3.2.1 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 sanatorium or psychiatric institution)

In case you have private health insurance, please check with your insurance company before your arrival in the Netherlands whether your policy meets the Dutch requirements. For more information about insurance you can visit the following websites:

- https://www.zorgverzekeringslijn.nl/english/ - https://www.studyinholland.nl/prepare/insurance/studying-and-health-insurance-in-holland

Or you can call the following telephone number: +31 88 900 6960 (or 0800 64 64 644 from within the Netherlands) from Monday to Friday between 9 am and 5 pm.

3.2.2 Personal liability insurance

In addition, we strongly recommend you to take out personal liability insurance. This type of insurance covers the costs should you accidentally injure another person or cause damage to someone else’s property.

3.2.3 Other insurance

It is also advisable to take out an insurance to cover loss or damage to your possessions (household content insurance) and a travel insurance to cover your belongings and medical care when you are travelling.

3.3 Travelling after arrival in Tilburg Based on your valid Dutch residence permit, in combination with your valid passport, you will be able to

travel to the other Schengen countries. When planning to travel outside the Schengen area please contact

the diplomatic post of the country concerned in respect to their visa requirements. The Tilburg University’s

Immigration Office is not able to assist you in this respect.

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3.4 Study progress

3.4.1 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

Nominal duration

3 years 1 year 2 years

3.4.2 Requirement for Pre-Master/ Pre-Bachelor programs

In case you have been accepted for a Pre-Master or Pre-Bachelor program, you need to complete the Pre-Master or Pre-Bachelor program within one academic year. This means you need to obtain all ECTS allocated to your Pre-Master or Pre-Bachelor program. In case you do not complete your 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.

3.4.3 Study Progress Monitoring

In order to continue your studies in the Netherlands, Dutch legislation requires you to obtain a minimum of 50% of the nominal number of ECTS per academic year. For example:

Bachelor Master Research Master

Total ECTS

180 60 120

Total ECTS each year 60 60 60

Minimum ECTS required to continue studies

30 30 30

In case you do not obtain these ECTS, the Tilburg University Immigration Office will deregister you with the IND. The IND may then revoke your residence permit. You will then no longer be able to continue your studies at Tilburg University.

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4. FREQUENTLY ASKED QUESTIONS (Q&A)

1. 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 request for payment. After the payment, you will receive a list with required documents. These need to be uploaded into the Tilburg University online application system ASAP, preferably within one week (i.e. 7 days).

Once the documents have then been approved by the Tilburg University Immigration Office you will need to courier (e.g. Fed Ex, DHL, etc.) the original documents.

Only upon receipt of the originals documents will the Tilburg University Immigration Office be able to submit the application with the IND.

The sooner you therefore upload the documents, the better. Please do not provide the Immigration Office with any documents before you have been informed of what the exact requirements are.

2. 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 2019-2020, the rate for all incoming students has been set as follows:

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

€ 10,800

For your application for a Dutch residence permit, you need to demonstrate that the entire amount is available on either your own account or that of a sponsor, minus any grant/scholarship you will receive. In addition to this amount, you will also need to prove that you have sufficient means in order to pay for the study program itself.

3. Can I start to prepare the documents for my application now?

No, you cannot. There are several reasons for this: 1) The Tilburg University Immigration Office can only determine the immigration process

applicable to you once it has received all your personal details. These details become available once you have been (conditionally) accepted. Only then will it be possible to inform you about the exact required documents.

2) The IND only accepts recent documents. This means that they cannot be older than 3 months at the time 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 having paid the immigration fee, you will receive an automated email providing you with further information on your immigration process. The email also contains links that provide examples of the documents required and explain what conditions these documents need to meet.

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4. 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. These examples are based on both the requirements of the IND and our own experience in this respect. Any differences between the example documents and the documents provided by your bank could mean that you will need to obtain other/new documents that meet the requirements, which in its turn may result in a delay of your immigration process.

5. How long will my application take after it has been sent to the IND?

Legal processing times are 3 months. In practice, however, it takes the IND approximately 2-4 weeks as of the date of submission of the application. However, during the high season (May – August) processing times may become longer.

6. How and when will I be informed about the progress of my application?

Should the IND require additional documents/information before approving your application they will inform the Tilburg University Immigration Office. We will then subsequently contact you within 24 hours after receipt of the request of the IND. Once your application has been approved, the IND will inform us. Upon receipt of the approval from the IND, you will be informed accordingly via email. Consequently, as soon as we receive an update in respect to your application, you will be informed.

7. In case I contact you every day asking about my application, will this expedite my application?

No, it will not. The application procedure for a residence permit for study purposes is already an

expedited one.

Whilst it is important that you contact us if you have any specific questions about your application

(such as documentation required), delays will be caused to all applications in case every student

requested a daily update. We therefore ask you to be patient and trust that we will immediately

contact you if there is a problem with your application or we receive the approval.