Dear Incoming UCU Students,
It's time for another newsletter! In this edition, we have a checklist for you: important matters to arrange before and after your arrival to campus. Make sure to read through all items carefully, taking note of things you can get started on right away, and others that should be planned for later.
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Reminder: Weekly Coffee Hour & Webinar
Join our Webinars
We would like to remind you about our upcoming Welcome Webinar for incoming students which will take place on Friday 27 June at 16.00 (Dutch CET time). Here you can meet your future class and get answers to any questions you may have! Webinar link to follow.
Date and time: Thursday 27 June 2024, 16:00 (CET, Dutch time)
Place: Microsoft Teams (link will follow one week prior, no signup necessary)
If you are unable to attend our webinar in June, do not worry! Coming up in late July (announcement will follow) we will be back to answer more of your questions, and help you get ready for your move to campus. After a short presentation and Q&A we will also play a game and put your knowledge of UCU, the Netherlands and each other to the test!
Join our open Coffee Hour!
Our open hours are scheduled as follows:
Monday and Wednesday: 11:00 AM to 12:00 PM CET
Friday: 4:00 PM to 5:00 PM CET
Don't hesitate to reach out to us during these times if something comes to mind. You are welcome to join the coffee hour at any time during the scheduled time. We can't wait to meet you and help you make the most of your transition to UCU! Join by clicking the link in the yellow button. If you need more information on how to join a Microsoft Teams meeting click here.
Meeting ID: 388 020 081 545
Passcode: kqwUWx
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Before arrival at UCU
Finalise your enrolment
To enrol and begin your studies at UCU in Fall 2024, you need to be unconditionally admitted and arrange payment of your tuition and campus fees. For unconditional admission, we need to receive your diploma results/documents as stated in your offer letter. We will always confirm your unconditional admission by email.
The payment of the tuition fees happens differently depending on your nationality. If you applied for a visa and/or residence permit, you (should) have already completed payment of the tuition fees. If you are an EU/EEA citizen (or you already had a Dutch residence permit), you will receive information and instructions about payment from Central Student Administration (CSA) of Utrecht University.
Set up your student account
At the beginning of July, you will receive an email from our IT department with instructions on how to set up your student account and email address. Your existing student number will be used to create your Solis-ID, which will be your username for most university services. Follow the instructions in the email you receive, and make sure to upload a photo of yourself to your OSIRIS Student account. You can read more about IT facilities at UCU on our website.
Arrange health insurance
By Dutch law, everyone living in the Netherlands is required to have health insurance. This is very important because the costs of medical treatment can be very high. All students coming from outside the Netherlands should arrange for adequate health insurance before travelling to Utrecht.
If you had to apply for a visa and/or residence permit, you have already had to arrange for health insurance, and your policy was checked by the Visa Office to make sure it meets the requirements of the IND.
If you are an EU/EEA student, we recommend applying for a European Health Insurance Card (EHIC) in your home country. This card gives you access to medically necessary, state-provided healthcare during a temporary stay in the Netherlands. Learn more about the EHIC here and here. Should you need additional insurance, Aon Student Insurance (official partner of Utrecht University) offers complete student policies as well additional packages you can combine with your EHIC.
Arrange financing/loans
Gather information and make sure you submit the necessary applications on time if you are looking to receive financing for your studies. Dutch students are automatically eligible for DUO Student Financing and can submit an application via MyDUO. If you are a student from another EU/EEA country, you are also eligible for a tuition fee loan from DUO, and possibly an additional grant: check the UU website here for an overview about the options.
Are you an international student considering working while studying? Take a look at the website of Utrecht University for the conditions/requirements and some useful tips on where to start.
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After arrival on campus
Register at Utrecht municipality
After moving to the UCU campus, you are required by law to register your new address at the municipality of Utrecht. Your personal details and address will then be added to the Municipal Personal Records Database. If this will be the first time you register in the Netherlands, you will also receive a BSN number (Burgerservicenummer). This is your Dutch social security number, which you will need for verification purposes for all government contact, and to open a bank account.
The registration procedure depends on whether you currently live in the Netherlands or not. If you live in the Netherlands, you can register your new address online after you move to campus. If you are moving to Utrecht from another country, you will need to book an appointment and register in person at the municipality of Utrecht, located next to Utrecht Central Station. Regardless of the manner, you will need to book an appointment to register your new address within 5 days after moving in. Please note that you do not need to register your new address within 5 days after moving in, but you are required to book the appointment.
If you are coming from outside of the Netherlands, you can book your appointment for city registration in advance (we recommend you do this as soon as you know when you will arrive on campus as slots can fill up quickly). You can make an appointment and read more about the procedure on the international website of Utrecht Region.
For the appointment, you will need to take a rental contract with you. We will provide you with a document for this purpose, which you will receive by email at the end of the day you arrive on campus. Please note that we cannot provide you with your rental contract earlier than your arrival day. You will have to print and sign this document yourself before taking it to the municipality. Printing facilities are available on campus.
Open a bank account
From getting a mobile phone subscription to being able to easily shop in stores and online, there are many reasons why it is practical to have a Dutch bank account. The Netherlands is an increasingly cashless society, where the preferred payment method in most places is pinnen or paying by debit card.
If you are moving to the Netherlands for the first time, you will only be able to open a Dutch bank account after registering at the municipality and receiving your BSN number. Credit cards and non-Dutch debit cards are widely accepted at many stores and restaurants, but not in all supermarkets, so make sure you have sufficient cash upon arrival as backup. In the first few weeks on campus, you can expect to spend money on groceries, books, and some small items for your room. You can use a foreign debit/credit card to take out money from ATMs, but additional fees may apply.
Sign up with a general practitioner
After registering at the municipality (and receiving your BSN), you should find and sign up with a general practitioner, or huisarts in Dutch. Your GP is your first point-of-contact for all non-emergency medical issues, and they also give referrals to specialists or diagnostic tests. When you visit the GP (or any other medical professional), it is important to take your health insurance card with you. If you do not have Dutch public health insurance, you may also be asked to pay for care on the spot. In that case you will receive an invoice or bill that you can use to claim the costs with your insurance company later.
You do not have to begin searching for a GP now. However, if you are coming from another country and you have medical conditions that your Dutch GP should know about, you may begin preparations by arranging for English-language documentation from your current doctor(s). You can read more about how health care in the Netherlands works here.
Get a travel card and/or bike
The Netherlands has a very good public transport system, and the personal OV-chipkaart provides a means of payment for the system across the whole country (bus, train, tramway, subway and bicycle hire). Instead of buying individual tickets, you load credit in euros or a travel product on your OV-chipkaart. You can read more about the OV-chipkaart and how to get one here. You can now also pay for public transport using a debit or credit card. If you are eligible for DUO Student Finance, you can also travel for free or with a discount with your OV-chipkaart.
Next to public transport, the most common way of getting around in Utrecht and in the Netherlands in general is by bike. Designated bike paths and parking areas, as well as specific traffic laws aimed at protecting cyclists make the Netherlands a great place to travel by bike. Many students buy second-hand bikes (often from other students who are leaving Utrecht), but you can also buy them new from a shop or even hire one. It is estimated that there are over 1 million bikes in Utrecht (a city of 300,000 people), so there is definitely no shortage!
Attend Introtime
What phone subscription should I get? Where can I buy things for my room? Which bank is best? Where do I go for fun (cinema, museums, parks, concerts) in Utrecht? How do I find a good bike? Right after arrival, UCSA and your Introtime family will be there to help you with tips and recommendations about all these matters, and more.
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Next time....
In our final edition of this series of newsletters, which will follow next month after our webinars, we will take a look at the different support and wellbeing resources that will be available to you on campus and beyond as a UCU student.
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