Appointment procedure
1. To be able to start the procedure, the researcher must register online. To do so, he/she must go to the (Dutch or) English jobsite of K.U.Leuven and click on “specific registration” (or “specifieke registratie”) at the bottom of the page.2. As soon as the e-registration has been finalised, the Faculty/Department can draw up a BCF. The attachments that need to be added to the BCF are:
- if the researcher is not a Belgian national: a copy of his/her passport
- if appointed in salary scale 44: a copy of his/her PhD degree
3. When the HR Consultant Internationalisation receives the BCF with all (electronic) approvals, he/she will check whether all conditions are met and will prepare the file for the Executive Committee.
4. At the same time, the HR Consultant Internationalisation will send out an e-mail to the researcher with some more information regarding – if applicable -: hosting agreement, visa application, housing, etc.
5. When the approval of the Executive Committee has been received:
- the appointment of EEA citizens (except Romanian/Bulgarian citizens) can be processed
- the hosting agreement is sent to non-EEA citizens (and Romanian/Bulgarian citizens) by e-mail
6. Non-EEA citizens can then start their visa application. It is difficult to estimate how long such a visa application takes, as it depends on the country and the embassy/consulate. We recommend to start the visa application at least one month, but ideally two months in advance.
7. Once the visa has been issued, the researcher needs to scan it and e-mail a copy to the HR Consultant Internationalisation, together with his/her exact arrival date. Upon receiving this information, the HR Department will process the appointment.
8. The researcher (both EEA and non-EEA citizens) will receive an invitation for a welcome meeting at the HR Department. During this welcome meeting, he/she will receive the grant allocation agreement, staff card and more information about living in Leuven and working at K.U.Leuven.
