Doing part of your research in Luxembourg as a third-country researcher with a residence permit issued in another Member State of the European Union

Last update 10.10.2018

A researcher may need to conduct research in a number of institutions, located in different countries.

If a researcher already holds a residence permit for researchers in another EU Member State, they are permitted to stay in Luxembourg to continue their research. There is a specific procedure to be followed, which differs depending on whether:

  • the stay in Luxembourg lasts for fewer than 180 days within a 360-day period (short-term mobility);
  • the stay in Luxembourg lasts for between 180 and 360 days (long-term mobility).

Who is concerned

Before being allowed to stay in Luxembourg, a third-country researcher holding a residence permit for researchers in another EU Member State must:

  • either submit to a notification procedure, in the case of short-term mobility (stays in Luxembourg lasting fewer than 180 days within a 360-day period);
  • or apply for a temporary authorisation to stay for research, in the case of long-term mobility (between 180 and 360 days).
During their stay, the researcher may be accompanied by their family members (spouse, civil partner and under-age children).

 

Prerequisites

The researcher must hold a valid and current residence permit for researchers in another EU Member State, covering the whole of the intended period of mobility.

How to proceed

Notification (short-term mobility)

For stays lasting fewer than 180 days within a 360-day period, the researcher, or the research institution established in Luxembourg, must notify the competent authorities in the first Member State, as well as the Luxembourg Direction de l’Immigration (Immigration Directorate), of their intention to do part of their research at the research institution located in Luxembourg.

The notification must be submitted as soon as plans are made for the mobility project, and in all cases, before the mobility period actually commences.

If the researcher's period of short-term mobility has already begun and a period of long-term mobility proves to be necessary, the application for an authorisation to stay for the purpose of long-term mobility must be submitted to the minister at least 30 days before the end of the short-term mobility.


Temporary authorisation to stay (long-term mobility)

For a stay lasting between 180 and 360 days, either the researcher or the research institution established in Luxembourg must file an application for a temporary authorisation to stay for the purpose of research with the Immigration Directorate.

The researcher is not obliged to leave the Schengen Area in order to file an application for an authorisation to stay, and does not need a visa.

Supporting documents

The documents enclosed must be originals or certified true copies (except for passports and diplomas, for which plain copies will suffice). Should the authenticity of a document be in doubt, the Minister of Immigration can request that the document be authenticated by the appropriate local authority and legalised by the Embassy (or that it bear a Hague Convention apostille).

If the documents are not written in English, German or French, an official translation by a 'sworn translator' must be attached.

Supporting documents required for notification (short-term mobility)

The notification submitted to the Immigration Directorate must include the following information and documents:

  • a copy of the applicant's valid passport, in its entirety;
  • a copy of the applicant's valid residence permit issued by the first Member State, covering the entire period of mobility;
  • the hosting agreement entered into with the research institution in Luxembourg;
  • a document stating the planned duration and dates of the mobility period, if they are not specifically mentioned in the hosting agreement;
  • proof that the researcher has sufficient funds to cover their living expenses for the duration of the stay without having to resort to social welfare, and sufficient funds to cover the cost of their return trip. Their monthly resources must amount to at least the social minimum wage for skilled workers;
  • proof of health insurance.

If family members are coming with the researcher, the following documents are also required:

  • a copy of each accompanying family member's entire valid passport;
  • a copy of the valid residence permit issued by the first EU Member State and covering the whole duration of the mobility, for each family member;
  • proof that each family member is covered by health insurance.

Supporting documents for applications for an authorisation to stay (long-term mobility)

The application for a temporary authorisation to stay must be sent to the Immigration Directorate, along with:

  • a copy of the applicant's valid passport, in its entirety;
  • a recent extract from the applicant's criminal record, or an affidavit issued in the applicant's country of residence;
  • a curriculum vitae;
  • a copy of their diplomas or professional qualifications;
  • the hosting agreement entered into with the research institution in Luxembourg;
  • an individual statement of financial support covering the researcher's living expenses and return trip. This statement must be issued by the research institution after the hosting agreement has been signed;
  • where necessary, a power of attorney.

If family members are coming with the researcher, the following documents are also required:

  • a copy of each accompanying family member's entire valid passport;
  • a recent extract from their criminal record, or an affidavit issued in their country of residence, for each family member;
  • proof that each family member is covered by health insurance.
Power of attorney: third-country nationals may mandate a third party (e.g. the research institute) to submit the application in their place. In this case, the attorney-in-fact (representative), with the exception of lawyers, must provide proof of their mandate in the form of a written power of attorney, duly dated and signed by the principal. The signature must be preceded by the handwritten wording ' bon pour procuration' ('good for power of attorney').

Only complete applications will be processed. Incomplete applications will be returned to the applicant.           

Application processing time

Short-term mobility

In the case of short-term mobility, the researcher can come to Luxembourg as soon as notification is given, or at any time thereafter, providing the dates of the mobility are within the period of validity of the authorisation to stay for the purposes of research, granted in the first Member State.

The researcher is issued (either by post, or in person at the offices of the Immigration Directorate) with a document certifying that they are authorised to stay in Luxembourg for the duration of their mobility period. This certificate facilitates the declaration of arrival which must be filed with the communal administration of the place where they will be living.

If the Minister for Immigration objects, the third-country national is not permitted to do part of their research in Luxembourg. If the mobility has already taken place, the researcher must immediately cease all activities and leave Luxembourg, returning to the first Member State.

Long-term mobility

The Immigration Directorate will return its decision within 60 days of receiving the complete application.

The researcher is authorised to do part of their research at the research institution in Luxembourg until the minister has ruled on their application for authorisation to stay for long-term mobility, provided that:

  • their stay in Luxembourg has not already exceeded 180 days;
  • the authorisation issued by the first Member State is still valid;
  • the complete application was submitted to the minister at least 30 days prior to the start date of the long-term mobility.

On application, and for a fee of €80, third-country nationals authorised to stay in Luxembourg are issued with a residence permit for "researchers", bearing the wording "mobilité de chercheur" (mobility for the purposes of research), entitling them to stay and do part of their research in Luxembourg for the duration of the mobility.

Validity period

Temporary authorisation to stay (short-term mobility)

The temporary authorisation to stay is valid for the duration stated in the hosting agreement entered into with the research institution, or in the notification submitted to the Immigration Directorate by the researcher or research institution. It may not exceed 180 days.

Residence permit (long-term mobility)

The residence permit is valid for as long as the hosting agreement is valid.

After entering the country

Declaration of arrival

Within 3 days of arriving in Luxembourg, the researcher must file a declaration of arrival with their new commune of residence, along with the following documents:

  • a valid travel document (passport and, where applicable, a visa or a residence permit or authorisation issued by another EU Member State);
  • the original copy of the temporary authorisation to stay, or the residence permit for researchers, bearing the wording "mobility for the purpose of research";
  • where applicable, valid proof of address (e.g. rental agreement, electricity bill, etc.).

The applicant will be given a copy of their declaration of arrival as a receipt.

Obligations

The research institution in Luxembourg, or the researcher, must inform the Immigration Directorate of any changes that affect the conditions under which the mobility was authorised.

Forms / Online services

Mobility of researchers, third-country nationals, in the European Union - Explanatory note

To complete your application, the information about you collected from this form needs to be processed by the public administration concerned.

That information is kept by the administration in question for as long as it is required to achieve the purpose of the processing operation(s).

Your data will be shared with other public administrations that are necessary for the processing of your application. For details on which departments will have access to the data on this form, please contact the public administration you are filing your application with.

Under the terms of Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, you have the right to access, rectify or, where applicable, remove any information relating to you. You are also entitled to withdraw your consent at any time.

Additionally, unless the processing of your personal data is compulsory, you may, with legitimate reasons, oppose the processing of such data.

If you wish to exercise these rights and/or obtain a record of the information held about you, please contact the administration in question using the contact details provided on the form. You are also entitled to file a claim with the National Commission for Data Protection (Commission nationale pour la protection des données), headquartered at 1, Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

By submitting your application, you agree that your personal data may be processed as part of the application process.

Mobilité des chercheurs ressortissants de pays tiers au sein de l'Union européenne - note explicative

Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.

Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement

Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

Who to contact

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