My first 100 days at UT as a guest staff member

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.

  • Social security information (BSN) for EU citizens (non Dutch)

    If you come to the Netherlands from another country and you intend to stay longer than four months, you need to register with the municipality where you will be living. You must do this within five days after arriving in the Netherlands. You must have a legal right to live in the Netherlands. This means you must be a Dutch national or a national of a member state of the European Union, the European Economic Area or Switzerland, or you must have a valid residence permit.

    The Personal Records Database (BRP) contains the personal data of people who live in the Netherlands (residents) and of people who live abroad (non-residents). People who live in the Netherlands for less than 4 months – to work or study here, for example – can also be registered with the BRP.

    For more information see this link Brochure The Personal Records Database (BRP) | RvIG

    Registering as a non-resident

    If you come from another country and will be staying in the Netherlands for less than four months, please read the brochure on registering for a short-term stay in the Netherlands, which can be found on How I can register in the Non-residents Records Database? | Government.nl.
• First day

  • Employee Card for guests

    Please pick up your employee card for guests at the Campus Security Desk in De Spiegel. For details, see the separate item about the employee card. 

    Use your employee card for guests to get free coffee at the 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 guest agreement 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

    AFAS
    The UT uses AFAS (myhr.utwente.nl) as HR self-service system. This is a platform where you, as a guest staff member, can manage your personal HR affairs, such as change your address and look into your digital files. Via the apps on the Service 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.

    Please keep your personal details here up to date. As a new guest staff member, 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 > Institutes

    If you work for an Institute, please activate one or more Institutes via ‘My UT Institute labels’ in MyHR. You will be invited to events organized by your institute and you will receive relevant news from your institute.

  • 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 for guests if you have requested the access via the SESAM application. Each building opens and closes at specific times each day, so if you want to enter the building outside those hours you have to request this access seperately.

  • List of UT abbreviations

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

  • 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. 

  • Your public profile

    Every guest 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.

    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.

  • Collective closing days and holidays

    The university has a number of collective closing days, these are called ‘brugdagen’ (collective closing days). On these days the university is closed and everyone has the day(s) off. An overview of the and collective closing days can be found on the HR Service Portal, under Public holidays and compulsory leave days.

  • Declarations

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

  • 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.

  • 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, students and guests 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, employee or guest 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.

  • 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 guest 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 guest 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 guests and employees hold individual responsibility for upholding (scientific) integrity.

  • Cybersafety

    As an guest staff member, 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 everyone to participate in these sessions.

  • Living in the Netherlands

    For guest staff members 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.
• First quarter

  • Ambassadorship on social media

    At the University of Twente, we believe everyone is a great ambassador. 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.

  • 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.