How to apply for a PhD Residence Permit from outside Spain

If you have been admitted to a PhD program in Spain and are still living in another country, the immigration procedure has changed.

You should no longer begin by applying directly for a student visa at a Spanish Consulate. You must first obtain a national residence authorization for research from the Large Companies and Strategic Groups Unit, commonly known as the UGE-CE. Once the authorization has been granted, you can apply for a research visa and travel to Spain.

💡 If you would like to learn more about the new residence criteria applicable to PhD students, you can read our full article here: Foreign PhD students must apply for a residence authorization for research

Below, we explain how the procedure works and what you should prepare before submitting your application.

⏺️ The procedure begins before you travel to Spain

The residence authorization application must be submitted electronically while the PhD student is still outside Spain.

The application is not submitted to a Immigration Office or directly to the Consulate. It must be filed through the electronic platform established for international mobility authorizations under Law 14/2013.

The application may be submitted by the student, the university, or a duly authorized representative. It is therefore not necessary to travel to Spain before starting the procedure.

Once the application has been submitted, the UGE will verify that the student meets the requirements and that the documentation provided is sufficient. If the application is approved, the second stage will begin: applying for a research visa at the Spanish Consulate responsible for the applicant’s place of residence.

The correct order is therefore to obtain the residence authorization first and apply for the visa afterward.

⏺️ Submitting the application to the UGE

Once all the documentation is ready, the application must be submitted electronically to the UGE as an initial residence authorization for an applicant living outside Spain.

The government fee must also be paid electronically using Form 790, Code 038. If the student does not have the necessary electronic identification, their representative may make the payment on their behalf.

After the application has been submitted, the platform generates a submission receipt. From that point onward, all notifications and requests for additional documentation are received electronically.

⏺️ How long does the authorization take?

The statutory maximum processing period is 20 days from the electronic submission of the application.

If the UGE requests additional documentation, the processing period may be suspended until the student responds to the request. It is therefore important to submit a complete, consistent, and properly organized application from the outset.

The authorization may be granted for the duration of the PhD program, subject to an initial maximum of three years. To determine this period, the UGE will consider the dates stated in the documentation issued by the university.

⏺️ After receiving a favorable decision

The residence authorization is the first step, but it does not replace the visa.

Once the student receives a favorable decision, they must apply for a research visa at the Spanish Consulate responsible for their place of residence.

The Consulate will verify the authorization and may request additional documentation, including the passport, visa application form, photographs, medical certificate, criminal record certificate, and proof of residence within its consular jurisdiction.

The practical requirements and appointment system may vary between consulates. Applicants should therefore review the specific instructions published by the relevant consular office.

Once the visa has been issued, the student may travel to Spain. If the authorization is valid for more than six months, they must apply for a Foreigner Identity Card after arriving in Spain.

⏺️ How ARC Legal can assist you

At ARC Legal, we can prepare and submit your residence authorization for research application while you are still outside Spain.

We review the documentation issued by the university, proof of financial resources, health insurance, and criminal record certificates. We also manage the application forms, government fee, electronic submission to the UGE, and follow-up until a decision is issued.

We can act as your legal representatives and manage the procedure remotely. We can also guide you through the subsequent visa application and your arrival in Spain.

If you have any questions about the procedure or would like us to review your case before submitting the application, please do not hesitate to contact us. We will be happy to assist you.

Related publications

Prefer to read this article in Spanish 🇪🇸? You can find it here: Cómo solicitar desde el extranjero la autorización de residencia para realizar un doctorado en España

The content of this article is provided for general information purposes only and does not constitute legal advice. Spanish immigration rules are subject to ongoing regulatory, administrative, and interpretative changes. At ARC Legal, we make every effort to keep our information up to date and verified against official sources. However, we always recommend consulting a specialized professional before starting any procedure or making legal decisions. If you require advice tailored to your circumstances, you can contact our law firm.