My first 100 days at UT

Timeline

• Before your first day

  • Housing

    The University of Twente offers 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.

  • Our green campus and Enschede

    Our large campus inspires you to look beyond your own discipline. All kinds of disciplines are within reach. Be inspired by our multidisciplinary approach. In both scientific and social innovation processes.

    Just next to the German border you will find the heart of the eastern Netherlands. Enschede is a relatively quiet, safe and pleasant city to live, work and study in. Here you have all the space you need to be yourself. Watch this video to learn more about the Netherlands!

  • Employer video

    Curious about the UT? Check out our employer video. In this short video, you'll get a behind-the-scenes look. Meet our colleagues, discover our work atmosphere, and learn more about the projects we’re working on.

    Flourish, share, and shape your world with a job that matters.

  • Way of working

    To have a maximum impact on society, we need to become an entrepreneurial, inclusive and open ecosystem with a distinctive style of working. To help you understand our joint strategy, agreements and working methods, we have collected some important information for you about our way of working, such as a good work-life balance and health and safety.
• First day

  • Employee Card

    Please pick up your employee card at the Campus Security Desk in De Spiegel. 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, for entrance to the Sports centre and for the access to your building!

  • ICT account and facilities

    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.

    Useful Links:
         Contactinformation Service Desk ICT
         Information about printing
         Wifi information

  • Internal personal information (myhr.utwente.nl) - AFAS

    AFAS
    The UT uses AFAS (myhr.utwente.nl) as HR self-service system. 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. 

    Please keep your personal details here up to date. As a new employee, please check and complete at least the following sections:
         My File > Personal details > Emergency contact details.
         My File > My Contract > Workplace information.
         My File > My Contract > Ancillary Activities.
         My File > My Contract > Timetable/working pattern.
         Commuting and home working > Fill in the correct information on the following screen: commuting expenses / working from home.
         My File > My Contract > Institutes
    If you work for an Institute, please activate one or more Institutes via 'My UT Institute labels’. You will be invited to events organized by your institute and you will receive relevant news from your institute

    Your payslips, holidays and sick leave 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

    Take a good look at the map so you know your way around. Do you want to know your way around inside the buildings? Download the MazeMap app and look for the UT campus. 

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

  • Building access

    You can access your building with your employee card if your workplace info is filled in at myhr.utwente.nl > my workspace. 

    Pay attention! Each building opens and closes at specific times each day, so you’ll need to register your card if you want to get in or out of those buildings outside those hours!

  • List of UT abbreviations

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

  • Service Portal News and Events

    The News and events 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. We advise you to subscribe to the sender 'HR', so you don't miss any important news.
    If you have messages you would like to share? The editorial department can be reached by sending an email to: staff-news@utwente.nl.
    Read more about it on the Submit news and events page. 

  • 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).

  • Your public profile

    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 and more info see www.utwente.nl/peoplepages.

    Don't forget to change your employer on your LinkedIn profile.

    For researchers:  Check your Pure profile and enable visibility
    For all UT researchers, a Pure account is set up. By default your profile is set to non-visible. This means that on the Public portal (University of Twente Research Information) your profile is not shown.  To enable visibility of your profile, please follow the step-by-step instruction on the Pure Research information System page.

  • Leave, collective closing days and holidays

    You are entitled to vacation every year. We assume that you take your annual entitlement to holiday hours in order to be able to rest sufficiently and recover from work. If that does not work out completely, you can make arrangements with your manager about another time of taking leave and you can enter (part of) your extra-statutory holiday hours in the Optional Model for Employment Conditions.

    You must 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 or declines 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. 

    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 leave. These days are automatically taken from your total hours of leave. An overview of the and collective closing days can be found on the HR Service Portal, under Public holidays and compulsory leave days.

  • Surviving dependants act (ANW) shortfall insurances

    The UT has 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 questions being asked. 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. 

  • Salary

    Your salary will be paid around the 24th day of the month. For more information check the page "Salary and remuneration". 

  • Declarations

    Have a look at the page about Expense claims for more information.

  • Equipment for working (from home)

    Consult with your manager before ordering a laptop or a phone. In general, employees can order devices themselves using selfservice.utwente.nl, but in some cases this is already ordered for you. 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. 

    If you are working from home, it's important to have an 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 footrest, screen, microphone for lectures, etc. Please contact your manager first to know what you can order.

    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.

  • Food on campus

    There are several places on campus to eat good food. Take a look at this overview of all canteens. And don't forget the Starbucks, Subway or take a look at the Boulevard.
• First month

  • Staff manual

    The staff manual contains the regulations, codes of conduct, rights and responsibilities for UT staff. This includes regulations for commuting expenses, leave, and the UT house rules.

  • Collective insurances: health insurance, incapacity for work etc.

    The UT has taken out a number of collective insurance policies for employees.

    Collective health insurance MENZIS
    Health insurance is required by law for everyone who lives and/or works in the Netherlands. Anyone who is obligated to take out Dutch health insurance under the Health Insurance Act, must enrol with a health insurer and take out at least the Dutch Basic Health Insurance to cover medical expenses within four months of arrival in the Netherlands. You have to take this out yourself and this can be done with any Dutch Health Insurer. However, the UT has a collective agreement with Menzis, which gives you as a UT employee certain benefits and discounts on the additional and dental insurance packages.

    Income insurance in the event of incapacity for work
    All UT staff members (except for those who do not fall under the Dutch social security system) are insured against loss of income due to partial occupational disability with Loyalis. This insurance partially covers the financial consequences of partial incapacity for work. Each staff member can, on an individual basis, extend the insurance to provide coverage in case of full incapacity for work. The premium payable for such extended coverage is heavily discounted and will be withheld from the staff members' gross wages. If you apply for the extension within 6 months after the start of your employment with the UT, Loyalis will accept the application without you having to answer medical questions.

    For other insurances such as surviving dependants insurance, UT travel insurance and liability insurance, please check the page on insurances.

  • Personal development and wellbeing

    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.

    Also view our (external) training offer at GoodHabitz.
    For example, test whether your English is up to standard! Or find out which team role will allow you to shine?

    At the University of Twente, we value the well-being of our staff and students and strive to create a healthy and supportive work environment. We believe that well-being is essential for your personal growth and job satisfaction. That is why we have developed various initiatives, activities and tools specifically for you as UT employee, including the Well-Being Weeks. 

    On the Well-Being for Employees website, you can find an overview of various initiatives to promote your physical and mental well-being. Additionally, on this website you can find a list of contact persons. If you would like to stay informed about well-being at UT, please subscribe to the Well-Being Weeks newsletter. If you have any questions or a good idea about well-being at UT, feel free to contact wellbeing-hr@utwente.nl 

  • Sports and Culture at 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. 

    Discovering and developing your creativity while working? You can! Are you a student or employee and in possession of a Union Card or Campus Card? Then you can participate in the carefully and interestingly composed range of cultural courses. From painting, photography and welding to cooking or oriental dance, everything is possible. Each quarter cultural courses are offered especially for you.

  • ABP pension and value transfer

    As a UT employee you participate in the pension scheme with the ABP.

    This offers you extra financial security in case of disability, unemployment and death and a certain income provision for later when you retire.

    You can find all your current ABP pension information at www.abp.nl (in Dutch). For English ABP pages check this site. Log in to MyABP regularly and check see how much pension you are building up and what you need to do if your personal situation changes.

    Please note: if this is your first job with an employer affiliated with ABP, it is important to make a number of choices, including: registering a partner (in connection with the survivor's pension); transferring a pension from another pension scheme to ABP (value transfer); supplementing your pension; arranging a supplement when your pensionable salary is above the cut-off limit. If you have any questions about your pension situation, you can contact ABP customer service.

  • University Library

    The University Library's digital collection is accessible anytime and anywhere online through FindUT and its databases. In addition, you can request books and articles from UT's physical collection, as well as from other libraries in the Netherlands and abroad.

    As a library, we support data research, Open Science, Research Data Management, Copyright and online publishing, among others. Check our website for more information, contact the information specialist within your faculty, and be welcome to the Learning Center in the Vrijhof.

    Library account and card
    As a new staff member you automatically receive a library account with your employee card. Via your account on FindUT you can manage your borrower information and book reservations.

  • Confidential adviser and integrity

    The confidential adviser 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 adviser in case of a workplace conflict related to or arising from unacceptable behaviour. 

    At the University of Twente, all employees hold individual responsibility for upholding (scientific) integrity.

  • Cybersafety

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

    We will soon invite you to take basic training on Privacy and Information Security which you will find on your cyber security education platform. There are even more engaging workouts on this platform.

    From March 24, we will commence training sessions focused on privacy and security awareness. These trainings are mandatory and crucial to enhance the information security of the University of Twente and safeguard our sensitive information and data. We expect every employee to participate in these sessions.

  • Living in the Netherlands

    For employees new to the Netherlands, it is important to arrange a number of things. These include applying for a BSN number, registering with a family doctor and making sure you have the right insurances. You can find more information via this link from the Expat Center.

  • 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 until the beginning of December, you do not need to choose all your targets at once. Please Note: if you want to exchanges with the End of year bonus you have to choose before November.
• First quarter

  • Ambassadorship on social media

    At the University of Twente, we believe employees are great ambassadors. We encourage you to become an (online) ambassador and share your experiences at the UT. By sharing your expertise and experiences, you can not only enhance the visibility of our university, but also work on your social network. Do you want to learn more about ambassadorship on social media? Visit utwente.nl/socialmedia or sign up for our online ambassador tool; UT-Share.

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

  • Video services

    At the Spiegel building on the second floor, you will find the video team of the University of Twente. From studio shoots to multi-camera event coverage, video editing to 2D and 3D animation, filming on location to live streaming from our professional studio. Additionally, the video team has a Do-It-Yourself studio, a Do-It-Yourself Podcast studio, and a Lightboard.

    Would you like to discover more about the possibilities? We invite you to explore further on our website www.utwente.nl/video, where you’ll find detailed information about our services and projects.

  • UT Kring staff association

    Do not forget to register with the UT Kring staff association, for fun trips and discounts such as sea fishing, Dutch design week, Christmas market visit and Turkish cooking workshops.

  • Career development

    The GoodScan from GoodHabitz helps you find out how you can grow your potential. Plus, it recommends courses that would make a great fit for you. Good luck, and have fun!

    Do you want to familiarize yourself with where you are now and how you can develop further? Check out our Career Development Centre. 

    Expedition education
    This online course is meant to help you get started with your new job in education, at the University of Twente. At the end of this course, you will know your way around the world of teaching at the University of Twente. We offer 8 short modules (30 minutes) on several topics regarding teaching at the University of Twente like the UT vision on education, designing a course or setting up the assessment. See more info on; canvas.utwente.nl/

  • Social safety

    Social safety is fundamental for everyone working at, studying at, or visiting UT. Respect, integrity, honesty, and consideration for others are expected on our campus and within our organisation.