Leaving University College Utrecht
Whether you will graduate soon or leave campus (temporarily) for another reason, there are a number of practical things you need to arrange. On this page you can find a list of these tasks so you can make the necessary arrangements as you prepare for your leave.
Graduating or leaving in the summer
Tuition fees: If you are graduating or otherwise leaving the college in the months of June, July or August, your enrolment will automatically be terminated at the end of the academic year on 31 August. You do not need to actively de-enrol. (Termination of enrolment as of 1 July or 1 August will not entitle you to a tuition fee refund.
Campus fees: If you are (temporarily) leaving the College without graduating, you need to discuss this with your tutor and apply for a Leave of Absence or submit the discontinuation of studies form. Any departures without graduating need to be formally applied for before 1 August, otherwise campus fees may be charged (see the finance section on the student site about refunds of campus fees).
Graduating or leaving during the rest of the academic year
If you are graduating or leaving the college at another time, you will need to terminate your enrolment yourself via Studielink. Please note you need to remain enrolled until you have officially graduated. You can terminate your enrolment once you have received notification from the UCU Registrar’s Office that you have met all graduation requirements and your diploma is ready for pick-up. Your enrolment will always be terminated as of the 1st of the month following your request for termination of enrolment, no sooner. This means that if you submit a request for termination in the month of January, your enrolment can only be terminated as of 1 February.
If you will continue studying at Utrecht University in another study programme, you will also need to terminate your enrolment with University College Utrecht, and enrol in your new programme. If you do not de-enrol via Studielink after graduating during the academic year, you will be liable to pay tuition fees. For some students, who wish to take individual courses at UU or another Dutch university (for instance to prepare for a master's application), this could be an option, as continued Studielink enrolment allows you to take individual courses (not as part of a degree programme) at any Dutch Higher Education institution.
Discontinuation of studies
Should you decide to leave the programme altogether (i.e. without graduating), please discuss the situation with your tutor and complete the Discontinuing Studies form to inform the Registrar's Office, Housing Office and the Finance Office. Any departures without graduating need to be formally applied for before 1 August, otherwise a room will be reserved for you and campus fees may be charged (see the finance section on the student site about refunds of campus fees).
Questions about graduation or (de-)enrolment?
Should you have further questions about graduating and/or de-enrolling from Studielink, please feel free to contact the Registrar via one of the two weekly online open office hours. The times and link are posted below:
Registrar’s Open Office hours (during termtime)
After termination of enrolment, tuition fees are only owed for the months you were enrolled. If you graduate or leave University College Utrecht between September and May, you are entitled to a refund of 1/12th of the total tuition fees paid for that academic year for each month you are no longer enrolled. Utrecht University will automatically refund this amount upon termination of enrolment.
You can find more information about this on the UU website. Termination of enrolment as of 1 July or 1 August will not entitle you to a tuition fee refund.
Depending on the date of your terminating your enrolment, you may be entitled to a (partial) refund of the campus fee and the UCSA membership fee. For more information check the page FAQ Financial Matters.
You can request a refund from UCU Finance after you have terminated your enrolment in Studielink. Contact UCU Finance by email via firstname.lastname@example.org.
If you are the recipient of a UCU scholarship, this scholarship will be stopped once you have officially graduated. Do not forget to de-enrol via Studielink if you are graduating outside of the summer months (i.e. between 31 August and 31 May). If you do not de-enrol you will be required to pay the applicable tuition fees yourself. University College Utrecht is not financially responsible for the payment of tuition fees after your graduation.
DUO student grant and/or OV chipcard
If you are receiving a student grant and/or a travel card from DUO, your entitlement to these ends per the date of termination of your enrolment. If, for instance, you terminate your enrolment as of 1 October, you should stop your student grant and travel card as of 1 October as well with DUO, and you should do so before this date.
Checkout deadline for students to move off campus
The checkout deadline is the final date for all students to move out of their room and off campus at the end of the academic year. All rooms must be vacated no later than midnight on this checkout date. You can find the relevant checkout deadline in the academic calendar. If you are leaving campus at another time during the academic year, you will be personally informed of the checkout deadline that applies to you.
The checkout procedure is described under the heading 'check-out procedure' on the Housing pages of the UCU student site.
After the final room and unit check you will be notified if you are liable for any damages. If all is in order, you can request a (partial) refund of your housing deposit, or donate the amount to the University College Utrecht Scholarship Fund, as explained on the Housing Deposit page.
After moving out, you will not have access to your mailbox in Dining Hall anymore so make sure to update your postal address with any service or company you may be using (subscriptions, web shops, etc.) If you will stay in the Netherlands and you inform us of your new address by sending an email to email@example.com, we will forward your post if necessary for a period of two months after you move out. After this period, your mail will be returned to sender.
For those going on a Leave of Absence, please keep your mailbox key, as you will have access to your mailbox during your time away from UCU. Do make sure to check it regularly yourself for possible important mail.
You are required by Dutch law to notify the municipality of Utrecht about the change of your address within 5 days of moving out. Failing to do so may result in a fine up to €325 from the municipality. It is not possible to remain registered at UCU after you leave campus.
The way you need to notify the municipality depends on where you will be moving next. If you are staying in the Netherlands after leaving UCU, you must be able to register at another address in the country.
Moving to another address in the city of Utrecht
If you are staying in Utrecht, you can change your registered address online using your DigiD on the website of the municipality of Utrecht. You can find the form on the website of the municipality (the actual form is in Dutch).
Moving away from Utrecht to another address in the Netherlands
If you will live elsewhere in the Netherlands after leaving campus, you will have to register your new address at the municipality you will be moving to within 5 days. Different municipalities may have different ways of registering (online, in writing, or in person); you can usually find this information on the municipality’s website. When you register your new address the municipality of Utrecht will be notified automatically. You will then be de-registered in Utrecht.
Leaving the Netherlands
If you will not stay in the Netherlands, you will have to de-register at the municipality of Utrecht. You can do this online using your DigiD, in person at the municipality or by post. You can find more information on the website of the municipality. Make sure to also cancel any services that are dependent on having a Dutch address, for example a bank account or insurance that you have in the Netherlands.
If you hold a residence permit for study purposes, your residence permit is only valid as long as you are enrolled as a student at University College Utrecht/Utrecht University.
If you graduate, your residence permit will remain valid until the expiration date on the permit or until three months after your date of graduation, whichever comes first. Should you wish to stay in the Netherlands and pursue a career after graduation, you can apply for a residence permit for an ’orientation year’. This residence permit gives you the opportunity to find a suitable job within one year after obtaining your degree. You can find more information and submit your application on the website of the IND. Applying for this permit is your responsibility, the college or the UU Visa Office are not able to apply on your behalf.
If you terminate your enrolment without graduating (whether to take a leave of absence or leave permanently), your residence permit will become void. This means you will be required to leave the Netherlands within 28 days of the date of termination. Only if your residence permit expires within 3 months of your date of termination, are you allowed to stay until the expiration date.
More information about the validity of residence permits can be found on the UU website.