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. If unsalaried: in the meantime, the Faculty/Department can draw up the official letter requesting the appointment.
If salaried: if project-bound: as soon as the e-registration has been finalised, the Faculty/Department can draw up a BCF; if salaried through the operational budget: in the meantime, the Faculty/Department can draw up the official letter requesting the appointment.
The attachements that need to be added to the BCF are:
- a curriculum vitae
- a copy of the PhD degree
3. When the HR Consultant Internationalisation receives the letter/BCF with all the signatures and the e-registration has been finalised by the candidate, he/she will check whether all conditions are met and will prepare the file for the Executive Committee and the Admissions Policy Committee (CTB).
4. At the same time, the HR Consultant Internationalisation sends out an e-mail to the professor with some more information regarding – if applicable -: work permit, visa application, housing, etc.
5. When the approval of the Executive Committee and the Admissions Policy Committee has been received:
- for EEA citizens (except Romanian or Bulgarian citizens): the registration can be processed
- for non-EEA citizens (and Romanian/Bulgarian citizens): the application for the work permit can be sent to the Immigration Office in Brussels
6. For non-EEA citizens (and Romanian/Bulgarian citizens): within two weeks, we will receive news about the work permit. Once it is issued and the candidate is still abroad, the HR Department will collect the work permit from the Foreigner’s Office of the city hall of Leuven. Subsequently, the work permit will be sent to the researcher by express mail.
6. With the work permit, 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 on the embassy/consulate. We recommend to start the visa application at least one month and ideally two months in advance.
7. Once the visa has been issued, the professor 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 professor (both EEA and non-EEA) will receive an invitation for a welcome meeting at the HR Department. During this welcome meeting, he/she will receive the letter of confirmation/contract, staff card and more information about living in Leuven and working at K.U.Leuven.
