Anyone from abroad working at EPFL must hold a valid residence and/or work permit, regardless of the duration or whether the position is paid. The procedures vary depending on the individual’s status, nationality, and type of contract.
Who Is Concerned?
A permit is mandatory for all foreign individuals working at EPFL, including:
- Doctoral assistants (PhD students)
- Postdoctoral researchers
- Scientific staff
- Administrative, technical, and IT staff
- Professors appointed by the ETH Board
- Academic guests and visiting professors
- Temporary academic and non-academic staff
Procedures and Responsibilities
Only staff from the People Operations Department (VPH) are authorized to prepare the documents required for obtaining a permit.
- For contracted staff: HR assistants within the faculty are responsible.
- For temporary staff: HR specialists take over the process.
The type of permit depends on:
- Nationality (EU/EFTA or third-country nationals)
- Length of stay
- Type of activity (research, teaching, internship, etc.)
| Type of Permit | UE/AELE Nationals | Third-country Nationals |
| Permit L (Short Term Residents) |
Stay of 364 days or less | Temporary stay and, if subject to a quota, maximum of 2 x 12 months |
| Permit B (Resident Foreign Nationals) |
Stay of 1 year or more |
Temporary or quota-regulated stay |
| Permit C (Settled Foreign Nationals) |
Allows normal gainful activity. Must be renewed every 5 years. | |
| Permit Ci (Settled Foreign Nationals with Gainful Employment – For International Staff) |
Procedure according to the cantons. |
|
| Permit G (Cross-Border Commuters) |
Professional and geographical mobility throughout Switzerland. – No more border zones. – Return to residence abroad at least once a week or daily. – Permit validity: 5 years if the employment contract is open-ended or longer than 1 year. If the contract is for a period shorter than 1 year but longer than 3 months, the permit duration matches the contract length. Croatia: Permit may be granted if specific transitional provisions are met (border zones and labor market restrictions). |
Obtaining a G permit is subject to the condition of having a long-term residence right in a country neighboring Switzerland and having lived for at least 6 months in the adjacent border zone. In addition, labor market regulations must be respected. – Return to the residence abroad at least once a week. – Permit validity: 1 year, and it is only valid for the border zone of the canton that issued the authorization. – A change of job or profession requires authorization. |
| Permit F (Foreigners Provisionally Admitted) |
Non applicable | |
| Permit N (Asylum Seekers) |
Non applicable | |
| Permit S (People in Need of Protection) |
Non applicable | |
- Residence and Work Permits according to Types of Contract (PDF)
- UE/AELE Nationals (French, PDF)
- Holders of a Schengen permit or D visa (French, PDF)
- Nationals of third countries without a visa (French, PDF)
Notification to the Municipality
Any person staying in Switzerland for more than 3 months must register with the residents’ registration office (“Contrôle des Habitants”) of their municipality within 14 days of arrival, even if staying in temporary accommodation (hotel, Airbnb, etc.).
→ Addresses of residents’ registration offices by municipality in Switzerland
The required documents vary depending on nationality, but generally include:
- Arrival notification:
- Arrival notification for EU/EFTA nationals (French, PDF)
- Arrival report for third-country nationals (French, PDF)
- Permit application form issued by EPFL Human Resources
- Identity documents: passport or identity card (depending on nationality), for you and your family members
- Civil status documents: birth certificate (if single), marriage certificate (if married), birth certificates of children
- Employment contract or invitation letter from EPFL
After registering with the residents’ registration office, you will receive a summons from the Population Office to record your biometric data at the Biometric Centre in Lausanne.
This appointment is essential to finalize your residence permit. If you encounter any difficulties, you can contact the Population Office directly.
Obtaining a work permit generally takes 2 to 3 months after registering with the municipality.
In the meantime, you can request a certificate of residence to carry out certain administrative procedures (such as opening a bank account) before receiving your official permit.
EU/EFTA Nationals:
- No work authorization (assentiment) required.
- Geographical and professional mobility throughout Switzerland.
- The person must register with their new municipality of residence to update their permit.
Third-Country Nationals (TCNs):
- If the person will reside in a canton different from their place of work, they must obtain a work authorization (assentiment) from the authorities of the canton where the activity takes place.
- Exception: If the person is married to a Swiss or EU national, no assentiment is required.
Permits are generally valid for one year or for the duration of the declared stay. Approximately 4 to 6 weeks before expiry, a letter will be sent to your home with renewal instructions.
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Staff under contract: Your HR assistant will provide you with the renewal form to submit to your municipality. If you receive a notice of permit expiry, fill it out and have it signed by HR.
-
Temporary staff without a contract (e.g. Master’s valorization, visiting professor, academic guest, postdoctoral fellow with a scholarship, non-academic intern):
Please contact the HR specialists at [email protected].
If you need to leave Switzerland before receiving your new permit, you can request a return visa from the Population Office (Foreigners Division) — usually issued on the same day if the conditions are met.
Since 2019, the Foreign Nationals and Integration Act (LEI) has introduced language requirements to support integration. In the canton of Vaud, knowledge of French may be required depending on your situation:
- Family reunification: A minimum level of French is required to join a spouse or partner in Switzerland, except for EU/EFTA nationals and EPFL professors (as well as their spouses and children under 12).
- Permanent residence permit (Permit C): Since May 2023, a FIDE language certificate is required, unless the person is a native French speaker or has studied in French. Current holders of a Permit C are not affected.
- After dissolution of marriage: If your stay was based on family reunification, a certain level of French is required to remain in Switzerland.
A language certificate must be attached to the application. The required level varies depending on your status:
- For a standard Permit C: A2 oral and A1 written
- For early access to Permit C: B1 oral and A1 written
- For naturalization: B1 oral and A2 written
If you have been legally residing in Switzerland for 5 or 10 years, you may be eligible to apply for a settlement permit (Permit C) under certain conditions.
According to the official website of the Canton of Vaud:
- The Permit C offers a more stable status than the residence permit (Permit B).
- It is generally granted to individuals who have held a Permit B for 5 or 10 years, depending on nationality and reason for stay.
- For non-Francophone nationals, an official French language certificate is required to obtain a Permit C.
- The permit is renewed every 5 years and allows for gainful employment without additional authorization.
You are encouraged to consult the Service de la population (SPOP) for detailed eligibility criteria and application procedures.
- EU/EFTA nationals: Their residence permit is valid throughout Switzerland, but they must notify both their departure and arrival to the relevant municipal authorities (communes).
- Third-country nationals: They must obtain prior authorization from the Population Office (Service de la population) of the destination canton before moving.
→ For specific procedures, consult the websites of the relevant cantonal authorities, such as the Service de la population – Canton of Vaud.
A temporary assignment refers to an EPFL employee being sent abroad for a fixed period, with a planned return to EPFL. To be eligible, the person must have resided in Switzerland for at least 3 months before departure, with a valid residence permit and LAMal health insurance.
Permit Retention Depending on Status
- UE/AELE – Permit B or C:
- No restrictions for assignments up to 6 months, provided the center of interest remains in Switzerland.
- For assignments longer than 6 months: an authorization of absence must be requested from the Population Office to suspend the permit for up to 4 years.
- Third-country nationals – Permit B:
- No restrictions if the permit covers the entire duration of the assignment (up to 6 months).
- If longer than 6 months: an authorization of absence must be requested from the SPOP, and a return assurance must be obtained from the authorities.
Re-admission to Switzerland
If the permit expires due to an undeclared prolonged absence, the person is considered a new arrival.
However, Articles 49 to 51 of the OASA provide facilitated return conditions for professional reasons.
Permit in the Host Country
It is the responsibility of the assigned person to check whether a residence or work permit is required in the host country. It is recommended to contact the host institution abroad.
Before permanently leaving Switzerland, you must notify your municipality of residence, either online or in person, within the month prior to your departure.
See also: