Student: how to register in full?
This is your situation:
- You are an EU, EEA or Swiss national.
- You already reside at your permanent address in Leuven.
- You wish to register in full with the city office.
Register yourself in the city registry as soon as possible. You can do so online or at the city office.
Is this not your situation?
Then your registration will proceed differently.
Check how to register
Register online
Step 1: Gather the documents
AttentionOn 1 September 2025, legislation will change. From then you will have to provide all documents immediately when registering.
Documents you must add immediately
- National identity card or national passport
- Pay attention to the requirements.
- Is your place of birth not mentioned on your ID card?
If we do not have this information, we register your place of birth in the Belgian national register as 'unspecified'.- Add your passport instead, if you have one.
- If you do not have a passport or your passport does not mention your place of birth either: add another official document which proves your place of birth (e.g. birth certificate).
- Is your gender not mentioned on your ID card?
We require this information, since your Belgian national registration number (‘rijksregisternummer’) is generated on the basis of your date of birth and your gender.- Add your passport instead, if you have one.
- If you do not have a passport: add another official document which proves your gender (e.g. birth certificate).
- Rental contract
If available. - 1 passport-size photo
- The photo is no more than 6 months old.
- Pay attention to the requirements (Dutch only).
- There is a photo booth in the city office.
Documents you can add later
If you have them, add the documents. Don't have them yet? Then you have 3 months to provide them to us.
- Proof of enrolment at the college or university
- An admission letter is not proof of registration.
- Are you a national of Iceland, Liechtenstein, Norway or Switzerland, and are you staying in Belgium no more than 6 months for a mobility or exchange programme? Then add proof of your mobility programme, e.g. your admission letter.
- Proof of health insurance
- The health insurance is valid during your entire stay in Belgium, preferably an EU health insurance card.
- If you present other proof of health insurance, it must be valid for long stay in Belgium, and issued in or translated into Dutch, French, German or English.
- We do not accept a travel insurance.
- A 'declaration on honour'
- In this document you declare that you have sufficient financial means at your disposal.
- Print the document, and add it to your application, duly completed and signed. You must complete, date and sign the Dutch form. An English translation is attached on the second page.
Step 2: Register yourself
What you need to know before you start
- Attach the documents in colour.
- Preferably attach the documents in pdf (not applicable for photos).
- Make a single file of documents consisting of several pages or belonging together
E.g. health insurance contract. - A document may not exceed 10 MB in size.
Step 3: We process your application
We process your application.
Step 4: Collect proof of registration
We will invite you by email to come to the city office to collect the proof of your registration in the city register (an ‘annex 19’ and possibly an ‘annex 8ter’). You make an appointment.
What do you need to bring?
- National identity card or passport
- Invitation from the city
- The documents mentioned in your invitation
How to make an appointment?
You can do so online or by phone.
Make an online appointment
If you are not in Belgium, you can only make an appointment by phone.
Call us
Leuven Info
Step 5: We check your address
A local police officer will check whether you reside at your address. Ensure that your name appears on the doorbell and letterbox.
Register in the city office
Make an appointment in the city office. You will immediately receive proof that you have submitted your registration application (an ‘annex 19’ and possibly an ‘annex 8ter’).
Step 1: Gather the documents
Bring the original documents in hard copy. You may not present them digitally.
AttentionOn 1 September 2025, legislation will change. From then you will have to provide all documents immediately when registering.
Documents you must add immediately
- National identity card or national passport
- Pay attention to the requirements.
- Is your place of birth not mentioned on your ID card?
If we do not have this information, we register your place of birth in the Belgian national register as 'unspecified'.- Add your passport instead, if you have one.
- If you do not have a passport or your passport does not mention your place of birth either: add another official document which proves your place of birth (e.g. birth certificate).
- Is your gender not mentioned on your ID card?
We require this information, since your Belgian national registration number (‘rijksregisternummer’) is generated on the basis of your date of birth and your gender.- Add your passport instead, if you have one.
- If you do not have a passport: add another official document which proves your gender (e.g. birth certificate).
- Rental contract
If available. - 1 passport-size photo
- The photo is no more than 6 months old.
- Pay attention to the requirements (Dutch only).
- There is a photo booth in the city office.
Documents you can add later
If you have them, add the documents. Don't have them yet? Then you have 3 months to provide them to us.
- Proof of enrolment at the college or university
- An admission letter is not proof of registration.
- Are you a national of Iceland, Liechtenstein, Norway or Switzerland, and are you staying in Belgium no more than 6 months for a mobility or exchange programme? Then add proof of your mobility programme, e.g. your admission letter.
- Proof of health insurance
- The health insurance is valid during your entire stay in Belgium, preferably an EU health insurance card.
- If you present other proof of health insurance, it must be valid for long stay in Belgium, and issued in or translated into Dutch, French, German or English.
- We do not accept a travel insurance.
- A 'declaration on honour'
- In this document you declare that you have sufficient financial means at your disposal.
- Print the document, and add it to your application, duly completed and signed. You must complete, date and sign the Dutch form. An English translation is attached on the
Step 2: Make an appointment in the city office
You can do so online or by phone.
If you are not in Belgium, you can only make an appointment by phone.
Make an online appointment
Call us
Leuven Info
Step 3: We check your address
A local police officer will check whether you reside at your address. Ensure that your name appears on the doorbell and letterbox.
Complete your file
We only process complete applications.
If, at the time of registration, you provided no or insufficient proof of enrolment at your educational institution or of health insurance, you have three months’ time to complete your file.
How to submit?
1. Gather the documents
- National ID card (back and front) or passport (biodata page)
- Annex 19
- The documents which are missing in your file
2. Complete your file
You attach the documents in pdf format, each document scanned separately and in colour.
What happens after you have submitted the documents?
- We add them to your file.
- If your file is complete, at most 3 weeks later you will receive an ‘annex 8ter’ by email as proof of your registration.
- If you are staying in Leuven for more than 1 semester, we will furthermore invite you to apply for a residence card.
Apply for residence card
Is your registration with the city complete and has the local police officer confirmed your address? Then we will email you an invitation to apply for a residence card. It can take up to 2 months before you receive one. Subsequently, you can make an appointment.
If you are a national of Iceland, Liechtenstein, Norway or Switzerland, and you are staying in Belgium no more than 6 months for a mobility or exchange programme, you do not have to apply for an electronic residence card.
How to make an appointment?
Attention:
- You may not make an appointment without invitation.
- If you are not in Belgium, you can only make an appointment by phone.
Make an online appointment
Make an appointment by phone
Leuven Info
What do you need to bring?
- National identity card or national passport
- Annex 8ter
- € 22 (cash, debit card or credit card)
You do not need to bring a passport-size photo. We will take a photo during your appointment.
Do you have a question?
Contact us. We are happy to help you.