How to get started

Welcome to our University. Glad to have you on board

We hope you are finding your way in your new position at UT. The first days at the UT you will receive a lot of information. We summed up a few practical things to arrange during your first days at UT. We also listed some links to information that might be usefull like our introduction meeting, some Facts and Figures and our sports centre. Information that matters and helps you get started at UT.

To do onboarding

Timeline

Below is an overview of information for during your first days and weeks.

  • First day
    • Computer and phone

      Please contact your manager for details. In general, employees can order computers, laptops, tables, smartphones, headsets and other devices themselves using selfservice.utwente.nl. This portal also provides information about your current devices and the costs you would have to pay if you leave the UT and want to keep your devices. 

    • Employee Card

      Please pick up your employee card at the Campus Security Desk. For details, see the separate item about the employee card. 

      Use your employee card to get free coffee at the employee coffee machines in all buildings. Or try the Starbucks at the O&O square!

    • Equipment for home office

      For most employees it's important to have a ergonomic workspace at home. Please check if you need to order anything to complete your home office workplace and use selfservice.utwente.nl to order a chair, a foodrest, screen, microphone for lectures, etc. Please contact your manager first for permission.

      A combination of physical and digital collaboration is our new way of working. On our 'Hybrid Working page' we give you concrete tools, relevant workshops, tips and tricks to put hybrid working into practice.

    • ICT account

      Upon entering your employment an account and e-mail address will be created for you automatically. Use your e-mail address as your login name. With your e-mail address you have access to ICT facilities.

    • Internal personal information (myhr.utwente.nl)

      The UT uses AFAS (myhr.utwente.nl) as HR self service system. Please keep your personal details here up to date. As a new employee, please check and complete at least the following sections:
           MyHR > Personal information > Emergency contact details.
           MyHR > Job functions > Workplace information.
           MyHR > Job functions > Change timetable/working pattern.
           MyHR> Commuting expenses and working from home allowance> fill in the correct information on the following screen: commuting expenses / working from home.
           MyHR > Job functions > If you work for an Institute, please activate one or more Institutes via 'My UT Institute labels’.

      Your payslips on your mobile and much more! 
      Download the AFAS Pocket app.
      Note: use the key: ESFM8H to receive an activation code by email. You can only log in with your personal e-mail address! 

    • Map of the University of Twente and Campus App

      Take a good look at the map so you know your way around. 
      The Campus app will direct you to your meeting, the nearest parking lot, or another place of interest on campus.

      For contact information, please visit www.utwente.nl/en/contact/.

  • First week
    • Barrier passes for the UT Campus

      Barrier passes are, in principle, only for UT staff with a car that is registered under their own name and address, with
      a postcode on the campus or the area to the north of the campus. More information is available on the Service Portal page Barrier Pass

    • Building access

      You can access your building with your employee card if your workplace info is filled in in myhr.utwente.nl > my workspace. For department specific access, see www.utwente.nl/access-authorisation

    • Cybersafety

      As an employee you want to work safely online and you value your own privacy and that of others. Please go to the cyber safety website to find out what has been arranged by the UT what you can do yourself. You will find information about relevant legislation and the UT policy, an explanation of security incidents and how to report them and tips to protect yourself.

    • Employee portal

      The employee portal is where you can find all internal communications and events. On the basis of your profile information, you will automatically receive all messages in the portal that are relevant to you (news for UT as well as all news for your unit). In addition, you can subscribe to news and events on the basis of the subject, the building, the sender or the target group. Go to your personal settings (click on your profile picture) and subscribe so you will always be informed about the subjects you prefer.
      The portal can be accessed through: employees.utwente.nl. If you have messages you would like to share, please fill in the News and Events submission form (See HELP box in the time line of the portal). The editorial department can be reached by sending an email to: staff-news@utwente.nl.

    • Expedition Education (starting teachers)

      See more info on; canvas.utwente.nl/

    • Introduction for new employees

      Introductory meetings for new employees are held on a regular basis.
      Each new employee sees in AFAS in the task list an invitation for the next meeting after commencement of employment. We recommend attending this meeting,as this will help to get settled in quickly.
      Some of the topics that will be addressed during the meeting are:
           - The mission, vision and strategy of the UT
           - The UT as an organization and as an employer
      More information is available on Introduction Meeting page. 

      Introduction for teachers
      Are you a teacher or coordinator looking for direct support with your education or do you want to work on your own professionalization? Contact our colleagues from Centre of Expertise in Learning and Teaching (CELT).

    • List of UT abbreviations

      The UT uses many abbreviations. A list of abbreviations has been created to help out: Abreviation-list.

    • Update LinkedIn Profile

      Inform your network about your new job! Use one of our banners to update your LinkedIn profile.

    • Work pattern

      Changes to your work pattern? You can also arrange this yourself via MyHR/Afas. It is important to fill in the working pattern to ensure that your leave hours are calculated correctly. You can adjust your work pattern via MyHR/Afas "change working pattern".

      Read more about; Scope of employment, working hours and days

    • Your public profile (people.utwente.nl)

      Every employee has a public profile on people.utwente.nl (Dutch version on personen.utwente.nl). Part of your profile is set up automatically, but you need to fill in some addition details: 
           Activate your profile picture
           Fill in job title
           Additional phone numbers: secretary's phone or your mobile phone number
           Activate the working days overview
           Optional: other fields like about me (biography/CV), research introduction, social media profiles of research profiles like Google Scholar, etc.

      Optional: grant your secretary rights for your profile (authorisation tab)

      Login: use the menu on the left to acces 'my profile'. For documentation see www.utwente.nl/peoplepages.

  • First month
    • Ancillary activities

      Ancillary activities are looked upon favourably at the UT. Permission is, however, required. Registration of the ancillary activities and permission is via MyHR/Afas, personal details, “ancillary activities”. 
      Additional information is available at the Service Portal page; Ancillary-activities

    • Code of Conduct Confidential advisors

      The UT has a Code of Conduct for employees, which includes an ICT Code of Conduct. 

      The confidential advisor advises and supports individual staff members who are confronted with unacceptable behaviour like intimidation, (sexual) harassment, aggression, violence, discrimination, bullying or stalking. UT staff can also approach the confidential advisor in case of a workplace conflict related to or arising from unacceptable behaviour.

    • Health insurance MENZIS

      The UT has taken out a collective healthcare policy for its employees and their family with healthcare insurer Menzis (collectivity number 58908 and 20340). More information on collective insurance policies.

    • Homework allowance and commuting allowance

      In order to get the right homework allowance and commuting costs, it is important that you fill in the correct details of your homework pattern and the choice of whether you use public transport or another means of transport for your commute. Enter the correct information in MyHR at commuting expenses/working from home. 

    • Personal development

      The UT strongly believes in recruiting, developing and challenging talented employees. A wide range of courses, training and coaching is designed specifically for scientists and support staff.

    • Salary and collective closingdays

      Your salary will be paid around the 24th day of the month. The university has a number of collective closing days, these are called ‘brugdagen’ (collective closing days). On these days all staff are required to take a day off. An overview of the salary payments and collective closing days can be found on the HR Service Portal, under ‘Terms of employment'

      See also Scope of employment working hours and days.

    • Selfservice via MyHR/AFAS online

      This is a platform where you can manage your personal HR affairs such as submitting a leave request, report sick leave or change your address. Via the employee portal or via myhr.utwente.nl you can login to MyHR (Afas online). Use your UT email address and password.
      Please note: UT uses Multi Factor Authentication (MFA). Go to utwente.nl/lisa to find more information. If you have logged in to a different application using MFA earlier in the day, this extra authentication step is not required for MyHR. More information you can find on utwente.nl/afas

    • Sports centre UT

      The University of Twente has welcomed and embraced a diversity of sports over the years. As a result, we currently have almost forty different sports clubs! From wall climbing to survival, from soccer to water polo, there is a variety of different sports to choose from. As a member of a sports club or as an individual athlete you can make use of the many sports fields located on Campus. 
      For individual sporters we have a fitness centre with a lot of options and an indoor and outdoor swimming pool. We have a variety of grouplessons and courses. 

  • First quarter
    • ABP value transfer

      As a UT employee you participate in a pension scheme with the ABP. You can find all your current ABP pension information at www.abp.nl.

      Please note: If this is your first position with an employer affiliated to the ABP, there is a period of 6 months in which you need to make some choices: If you live together with your partner, you can also register your partner; pension rights accrued in other pension schemes can be transferred to ABP; supplementary pension scheme. You can contact the ABP customer service for questions about your pension situation. The UT also offers the opportunity to consult a pension adviser during an ABP consultation hour at the UT.

    • Company review

      Help other job seekers and share your experience on LinkedIn, Indeed or Glassdoor

    • Housing

      The University of Twente guarantees to offer all staff members, PhD researchers and guests who need an entry visa and/or residence permit timely, appropriate and affordable furnished housing via housingportal Roomspot.
      In case you are looking for a house or appartment instead of a room, for example because you wish to relocate together with your family, we advise you to broaden your search to other alternative accommodation. The University of Twente doesn't offer housing services for one's family.

    • Illness

      If you are unable to work due to illness or an accident, you are entitled to (partial) continued payment of your salary. To be eligible for this arrangement, you are expected to meet a number of conditions. These have been set out in the procedure for reporting absence. Both you and your manager play an important role in making sure that you get healthy again and are able to return to the work process quickly.
      Always report absence to you manager before 9:00 hrs and in the AFAS pocket app! 

    • Leave

      You can apply for leave via MyHR/Afas, under “leave portal” or via the Afas Pocket app. Here, you can see exactly how many hours of leave you have left. Your supervisor then approves / decreases the leave. You can make various leave requests such as regular leave, special leave, birth and parental leave.
      Do you work parttime? A correct working pattern is important in order to calculate your entitlement to hours of leave. Via MyHR/Afas “change working pattern” you can change your working pattern. More information is avaible on the Service Portal page; 'Leave Types & Leave Regulations

    • Library account and card

      As a new staff member you automatically receive a library account with your employee card. With this account you can manage your borrower information, make reservations and book renewals. The UT number on the card is the user name of your library account. Through Find UT (university library), you can request a password. Choose Library Links and click on Borrower information.

    • Income insurance in the event of incapacity for work

      In addition to the statutory insurance under the laws on Work and Income in Accordance with Capacity for Work (WIA) and the Incapacity for Work Pension (AAOP), the UT has taken out an insurance policy with Loyalis for all its employees against the loss of income due to partial incapacity for work (IPAP). The premium for this is paid for you entirely from Employment Funds. This has been achieved in collaboration with the OPUT (trade unions). In the event that an employee becomes partially incapacitated for work, the IPAP will provide an income of 70% of your last earned salary. For full incapacity for work, the university has taken out a framework contract with Loyalis. Within six months after commencing employment by the university, you can take out an insurance against loss of income in the event of full incapacity for work, without medical selection and at a reduced premium. For additional information on cover, premium and registration, see www.loyalis.nl. Select as employer: Universiteit Twente. 

    • Optional model for employment conditions

      Employees of the UT can make use of the optional model for employment conditions. Via the optional model you can exchange certain employment conditions for other employment conditions. In this way, you create your own package of employment conditions that matches your wishes and personal situation. The Optional Model for Employment Conditions can be found in MyHR/Afas, under “Optional Model for Employment Conditions”. 
      You can choose your targets throughout each calender year, you do not need to choose all your targets at once. 

    • Suviving dependants act (ANW) shortfall insurances

      Since the decline of the Anw compensation from the ABP survivor’s pension as of 1 May 2018, the UT has entered into an agreement with the insurer elipsLife. The insurance offers extra income for the surviving relative in the event of death. If you wish, you can voluntarily register for this insurance. If you apply for this insurance within one month of starting your employment or within one month after entering into a partner relationship, you will be accepted without medical conditions. For more information about the coverage and the premium, go to UT website under “insurances” or to the website of elipsLife.com for the extensive brochure. 

Join the introduction meeting.
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The University of Twente regularly organises introductory meetings for new employees. Please join us and meet your colleagues.

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