EDIC Arrival Guide

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Before your Arrival at EPFL

  • Valid passport
  • Birth certificate – printed in English, French, German or Italian (the names of your parents should be mentioned)
  • Marriage certificate (if relevant) – printed in English, French, German or Italian
  • EDIC employment contract
  • EDIC admission letter
  • Original diploma and transcripts of your highest degree, together with official translations if not printed in English, French, German or Italian
  • Depending on your nationality, you will require a visa to enter Switzerland. The application should be submitted in good time as the process takes up to 3 months
  • You will need to apply for a National visa, also known as type D: for longer term stays in Switzerland (more than 90 days)
  • In general, visa applicants are received by appointment only. It is strongly recommended to arrange the appointment 90 days prior to your departure. The passport must be valid at least 3 months beyond the date when the holder leaves the Schengen area
  • The documents which must be submitted along with the visa application, as well as the procedure, differ depending on the applicant’s country of residence. To find out which documents you need to submit, follow this link to view the visa application conditions for your country
  • You will also need the following documents: EDIC employment contract; EDIC admission letter; the original diploma of your highest degree
  • We advise you to start the search as early as possible as it can be a challenge to find accommodation
  • Please contact the EPFL Housing Office in good time as they are at your disposal with guidelines
  • More details: EPFL Housing Office

After your Arrival at EPFL

Enrollment
  • Please set up a time with the EDIC secretariat for your enrollment before the program start by sending an email to [email protected]
Required documents for enrollment:
  1. Copy of your final transcript and diploma of your highest degree (Master or equivalent). Not required if already uploaded in your EDIC application form or if you have graduated from the EPFL Master program
  2. In addition, within 2 weeks after the enrollment, it is required that your university sends an original transcript of your final grades in a sealed envelope as follows:
  • The transcript must be final and list all the grades and indicate the awarded degree
  • The transcript must be certified by the university
  • The transcript must be submitted together with a legalized translation (English, French, German, or Italian) if not originally issued in one of these languages
  • The transcript must be sent by the university, in a sealed envelope, directly to the following address:

EPFL – Registrar’s Office SA
Doctoral Students’ Office
BP 1238 (Building BP)
Station 16
CH-1015 Lausanne – Switzerland

For any question regarding the transcript please contact the Doctoral Students’ Office by email: [email protected]

Salary
  • The salary scale for a first-year doctoral student is CHF 51,800.- gross per annum. Deductions for taxes and social charges represent about 10%
  • Please note that if you are the recipient of a scholarship, EPFL has a policy of ensuring you receive an income equivalent to that of internally-funded doctoral students
  • Please remember to send your bank account details to EPFL HR once you have opened a Swiss bank account
AVS Number
  • The AVS number allows the authorities to process your contributions for retirement and to calculate your pension. It is compulsory for every job you do in Switzerland, and whenever you start a new job you will have to hand it over to your new employer.
  • The AVS number is created when you have contracted your health insurance.
  • Please contact EPFL HR should you have any questions
  • You are required to register in the commune where you live within 10 days after your arrival in Switzerland
  • If you are living in temporary accommodation, you must nonetheless report to the commune where this temporary accommodation is located in order to start the process for obtaining your residence permit
  • This also applies to Swiss citizen coming from another canton
  • Make sure that you ask the commune to give you an attestation de domicile. This document will allow you to open a bank account until you receive your residency permit
  • Note that it may take some weeks or even months to get your residence permit, so the sooner you start the process, the better it is
Usual required documents to bring with you:
  • Valid passport
  • EDIC employment contract
  • Birth and marriage certificates, printed in English, French, German or Italian. The birth certificate must carry the names of your parents
  • Rental contract (if its a private rental, you will also need to provide a copy of the owner’s ID card)
  • Current photographs in passport size format
  • Cash for the application fee, between CHF 100-190.-
  • 40 OASA document provided by EPFL HR
  • For non-EU or non-EFTA nationals: Rapport d’arrivée form
  • For EU/EFTA nationals: Annonce d’arrivée form
  • You will receive a letter asking you to go to the Biometric Center in Lausanne
What to bring with you:
  • Valid passport
  • The invitation letter (provided by EDIC via email or by HR after arrival)
  • Cash, CHF 20.-
  • More details: Biometric Card
  • You will need the attestation de domicile to open a Swiss bank account, so make sure you obtain this document when registering at the commune
  • There is a Post Office on the Avenue Piccard underneath the Copernic Restaurant, and a bank (Credit Suisse) in the Rolex Learning Center and at the “Esplanade”
Health Insurance
  • It is mandatory to take out health insurance coverage with a Swiss insurer within one month of the date of your arrival in Switzerland
  • Contact ACIDE (Association of Research Scientists and Lecturers at EPFL) who will be able to help you with this
Accident Insurance
  • As a PhD student and an employee, you are automatically covered by EPFL
Household Insurance
  • This insurance covers water damage, broken glass and theft (including theft occurring outside the home) in your apartment or a neighbor’s flat (for water damage only)
  • This insurance, although not mandatory, is strongly recommended and almost always required by rental agencies and student halls when renting an accommodation
Third Party Liability Insurance
  • This insurance is highly recommended and is generally taken out together with the household insurance
Fire Insurance (ECA)
  • At some point during your stay, you will receive a form from the Cantonal Insurance office (ECA) asking you to declare the value of your household goods. If you live in a furnished apartment, check with your landlord that the furnishings are already covered by his/her policy. You can then fill in the form listing only the value of your personal items (don’t forget laptops, CD’s, musical instruments or other valuable goods).
  • The minimum total amount is CHF 20,000. In this case, it is not necessary to fill out all the fields, indicating the minimum amount at the bottom of the page is sufficient
Camipro Card
  • When you meet with the EDIC secretariat for the program enrollment you will receive a form to order your Camipro card. Please set up an appointment with the Camipro office to have your photograph taken and issuance
  • The card is issued very quickly. Once you are enrolled in the program, you can update your Camipro card from staff to doctoral student. You can do so at one of the terminals situated on the campus
  • More details: Camipro (multifunction campus card)
Safety Training – FOBS
  • This is a mandatory course about your safety on campus
  • To register: FOBS
  • The EDIC secretariat will hand you an order form
  • More details: CFF half-fare card

Within 2 weeks after the enrollment, it is required that your university sends an original transcript of your final grades in a sealed envelope as follows:

  • The transcript must be final and list all the grades and indicate the awarded degree
  • The transcript must be certified by the university
  • The transcript must be submitted together with a legalized translation (English, French, German, or Italian) if not originally issued in one of these languages
  • The transcript must be sent by the university, in a sealed envelope, directly to the following address:

EPFL – Registrar’s Office SA
Doctoral Students’ Office
BP 1238 (Building BP)
Station 16
CH-1015 Lausanne – Switzerland

For any question regarding the transcript please contact the Doctoral Students’ Office by email: [email protected]

  • An enrollment fee must be paid to the School after the enrollment
  • PhD students holding a Swiss degree will be charged CHF 50.-
  • PhD students holding a foreign degree will be charged CHF 150.-
  • The invoice is issued after the enrollment is confirmed and will appear on your IS-Academia portal