Centrul de Cooperări Internaționale

Legal Procedures for Visiting Professors and Foreign Lecturers

Legal procedure for the registration certificate for EU citizens

In order to obtain the registration certificate, the file must be completed with the following documents:

  • Original and photocopy of the Passport (the picture page) or ID card;
  • Working contract (extract from REVISAL (the New Registry of Employees’ Records) / Order of the Ministry of Education;
  • UBB letter of confirmation (issued by the Centre for International Cooperation);
  • Application forms.

The schedule of the Romanian Immigration Bureau of the Cluj County:

(Iulius Mall complex; 51-53 Alexandru Vaida Voievod St., Phone: 0264.555.656):

Monday – Friday: 8:30 a.m. – 10:00 a.m. (submission of documents);

Monday, Tuesday, Thursday, Friday: 2:00 p.m.- 4:30 p.m. (release of the registration certificate);

Wednesday: 2:00 p.m. – 6:30 p.m. (release of the registration certificate).

Note: EU citizens who simply wish to reside on the Romanian territory as EU tourists, do not need to bring any documents

Legal procedure for the temporary residence permit for non EU citizens

In order to obtain the visa / temporary residence permit, the file must be completed with the following documents:

  • The Ministry of Education (which can be obtained from the Centre for International Cooperation) or another paper justifying their activity at the university (Fulbright Commission certificate, The Ministry of Education acceptance letter) – in photocopy;
  • Residence paper (tenancy contract, apartment owner declaration of the fact that he does not charge anything for rent – valid only if the tenant is related to the owner or UBB official address) – in photocopy and original;
  • Photograph will be taken on the spot (it is not necessary to bring any);
  • Medical insurance (from the National Health Insurance Company – 5, Constanta Street, Cluj-Napoca) – in photocopy and original. You can pay the insurance for one month; in order to make the insurance, you need the original or a copy of the passport/ID card; (Note: If you have to renew your temporary residence permit you have to ask from the Human Resources Department a proof that the University is paying your medical insurance. The document has to be stamped also by the National Health Insurance Company) – to be confirmed; depending of citizenship. Or a medical insurance issued by a private company.
  • Medical certificate in original. It can be obtained from any physician; one can go to the UBB’s Students Clinic (Dorm Sport XXI, 7, Pandurilor St. Parcul Iuliu Hațieganu);
  • Photocopies of the passport (the picture page, the visa page and the page with the stamp showing the date when the person last entered Romania);
  • Evidence of income (working contract extract from REVISAL (New Registry of Employees’ Records), or from the Human Resources Department) or bank statement (only for those who don’t receive a monthly pay from UBB; minimum 2.312 RON/month);
  • Fees:

At CEC one must pay the following amounts:

120 EUR (the consular fee) paid at BCR in Romanian currency (LEI).

Exception: Fulbright scholars (USA) don’t have to pay the consular fee.

259 LEI – the cost of the temporary residence permit in Romania

Exception: Fulbright scholars (USA) don’t have to pay the consular fee.

Observation: You must keep the 2 receipts.

  • UBB letter of confirmation (issued by the Centre for International Cooperation).
  • The temporary residence permit (for the renewal).

The schedule of the Romanian Immigration Bureau of the Cluj County:

(Iulius Mall complex; 51-53 Alexandru Vaida Voievod St., Phone: 0264.555.656):

Monday – Friday: 10 a.m. – 12 p.m. (submission of applications);

Monday, Tuesday, Thursday, Friday: 2:00 p.m. – 4:30 p.m. (release of the temporary residence permit);

Wednesday: 2:00 p.m. – 6:30 p.m. (release of the temporary residence permit).

Note:  The non-EU family members of the non-EU citizens, who wish to live on the Romanian territory, need the following documents:

1.  Request for family reunification (standard form from the Romanian Immigration Bureau).

2. Solution of request for family reunification (from the foreign Embassy which represents  them).

3. Visa for family reunification.

4. Only after obtaining the visa for family reunification, the Romanian Immigration Bureau will give them a list of the necessary documents they will have to present when moving to Romania:

  • for spouses: the same documents as for the non-EU sponsor citizen, plus a marriage certificate;
  • for children: the same documents as for the non-EU sponsor citizen, plus birth certificate and marriage certificate of their parents; minors are not requested to bring any health insurance.

For further information, please visit the website of the Romanian Immigration Bureau of the Cluj County: http://igi.mai.gov.ro/en/content/studies

There is also the possibility for an online schedule of sending the applications. This online schedule involves a pre-check of the documents. First, the applicant makes an account on the webpage:

https://portaligi.mai.gov.ro/portaligi/?fbclid=IwAR05dAhStq196bYLOBSwbeOBAsaYncq4u9zcUWgAtngrn9Pv1-RDkiAzp-o

Then, he/she will fill in/upload the requested documents. At the end of the process (during the day of the application), he/she will receive a registration number. Later on, an employee of the Romanian Immigration Bureau of the Cluj County will check the application and, should everything be correctly submitted, he/she will communicate to the applicant the exact day and time of his/her presentation to the Romanian Information Service (SRI) headquarters, in order to personally present his/her documents.

Should there be any questions, or should the file require any completion, the applicant shall be contacted for further modifications to his/her application, or for uploading his/her required documents.

Documents required in order to obtain the position at UBB and receive payment

There are several positions available on the University’s payroll:

1. Tenured faculty members are those who can get a job for one full year at UBB and cannot be employed in the country of origin; the employment contract can be renewed on a yearly basis; this is usually the case of the foreign language lecturers, hired by Order of the Ministry of Education, based on the intergovernmental agreements.

2. Part-time faculty members are a category in which professors keep their job at the home university and they come to UBB for a modular course that they teach for over a 2-3 week period; under this plan, for a modular course professors are paid the equivalent of 10 months regular class time.

3. Paid on an hourly basis

4. Faculty members who are paid based on their conferences, workshops seminars, and speeches.

After the arrival in Cluj, faculty members must go, as soon as possible, to the Department for Human Resources, where they have to submit copies of the following documents:

1. Identity card (passport and residence permit);

2. Copy of the birth certificate (should the name have changed);

3. High-school diploma;

4. Bachelor’s degree diploma;

5. Ph.D. degree diploma (the diploma has to be recognize following this procedure https://doctorat.ubbcluj.ro/eng/recunoasterea-in-ubb-a-diplomei-de-doctor-si-a-titlului-de-doctor-in-stiinte-sau-intr-un-domeniu-profesional-obtinute-in-strainatate-2/;)

6. On the job seniority (in the seniority record the applicant must list each position held in the past and time periods: year, month, day); these are necessary in order to get the proper salary; missing data will only lead to a lesser salary.

7. Bank account number and a card of the bank account (open an account only to one of the following Romanian banks: BCR, BRD, Banca Transilvania, C.E.C., UniCredit Bank, Alpha Bank or Raiffeisen Bank)

8. Copy of the registration certificate (EU countries)/ emporary residence permit (non-EU countries); may be submitted later, after obtaining it from the Romanian Immigration Office. Note: All the documents must be translated into Romanian, except for the temporary residence permit.

Human Resources Department Contact details:

Address: 14, C-tin Brătianu St.

Working hours: Monday till Friday between 9 and 12

Phone no.: +4/0264/405300 ext. 5443

For more information, please contact the UBB Human Resources Department.

Contact person: Andreea Luca, andreea.luca@ubbcluj.ro