FAQ applying online

Which vacancy page?

I already work at Ghent University. How can I apply?

There are two vacancy pages: the internal vacancy page for Ghent University staff members and the vacancy page for external applicants. As a salaried Ghent University staff member (both contractual and statutory) you go to the internal vacancy page for Ghent University staff members. Here you can view vacancies that are only open to Ghent University staff members, as well as external vacancies. Please read the participation conditions carefully. It is possible that you can see certain internal vacancies, but that you do not meet the internal conditions for participation. You can find the participation conditions on every vacancy notice.

Your personal data (such as your name and address) are automatically loaded from the digital personnel file. You do not have to create a profile and you can apply immediately. Do not forget to upload your CV, motivation letter and any other requested documents. In the vacancy notice you will find which documents you need to upload.

I already work at Ghent University, but I cannot get to the internal vacancy page. Why is this? How can I apply?

Do you have a Ghent University account but are you not paid by Ghent University? Then you will not have access to the internal vacancy page for Ghent University staff members. You will receive an error. For example, if you work as an external consultant for Ghent University, but are paid by another organisation, you will not have access. Job students, fellows and volunteers also do not have access to the internal vacancy page. To view the vacancies and to apply, please visit the vacancies page for external applicants.

I am not yet working at Ghent University. How can I apply?

To view the vacancies, please visit the vacancies page for external applicants. To apply, you must first create an account and complete your profile. You can also use this profile for future applications.

Technical problems while applying online

Why can I not see any vacancies?

Check if you have not set too many search options. You may see vacancies if you make your search more general.

Why do I receive errors when I try to upload a document (for example CV)?

You can only upload documents in the following file types: MS Word, PDF, HTML, PPT, XLS, CSV, TXT and image files. Your document cannot be larger than 10 MB. Setting a digital signature in your PDF document can also cause problems when uploading. Try to upload a PDF without a digital signature.

I want to apply but I am experiencing technical problems in the system. What now?

Sometimes it can help to try another browser or to try again after half an hour. Still not working? Contact us at Selecties@UGent.be. Preferably add a screenshot to indicate the problem. We do not recommend submitting your application in the last minutes before the deadline to avoid that something goes wrong and you miss the deadline. After all, we cannot include late applications.

Do you experience technical problems just before the deadline, jeopardising your application? It is important that you notify us before the deadline. Send an email to Selecties@UGent.be, attach the requested documents and describe the technical problem using a screenshot. This e-mail must reach us before the deadline (received by us at 23h59 at the latest on the submission deadline date). In that case we can provide you with a link so that you can still apply online. In all other cases we see this as a late application and we cannot take your application into account.

Problems and questions while applying online

I want to apply but I missed the deadline. What now?

Unfortunately, we can no longer take your application into account after the deadline.

I uploaded a wrong document with my application. Can I adjust this?

As long as you have not yet submitted your application, you can adjust the documents. However, it is not possible to add or edit documents once you have submitted your application. Even if you withdraw your application, you will only be able to resubmit it with the same documents. We therefore ask you to check your documents carefully before submitting your application. If there is a problem with your documents, please contact us before the deadline (Selecties@UGent.be).

Can I submit the requested documents after the deadline?

No. Your application must be complete before the deadline. In the vacancy notice you can read which documents you must submit before the deadline. In some cases you are allowed to submit certain documents (for example a certain certificate) at a later time if they are not yet in your possession at the time of applying, but this will be clearly stated in the vacancy.

Do I have to complete my application in one go?

No. You can also save your application and finish it at a later time (albeit before the submission deadline). Do not forget to submit your application in time when you are ready, otherwise it will not reach us.

Do I have to add a copy of my diploma if I have obtained this at Ghent University or do you already have this? 

Even if you obtained your diploma at Ghent University, you must add this to your application if a copy of your diploma is requested in the vacancy notice. We do not have access to the diplomas.

After applying online

Will I receive a confirmation email after I have submitted my application?

You will not receive a confirmation email. You will see a confirmation message on the screen and you can always check the status of your application and the sent documents in your profile afterwards. Go to ‘Job applications’ (internal vacancies page) or to ‘Job management’ > ‘Jobs applied’ (external vacancies page) and click ‘view application’ under ‘actions’.

How can I check if my application is submitted with the right documents? 

ou can check this information in your profile. Go to ‘Job applications’ (internal vacancies page) or to ‘Job management’ > ‘Jobs applied’ (external vacancies page). Here you can see an overview of all the vacancies that you have applied for. Under 'actions', click ‘view application’ to view the documents that you submitted.

I have not received any further news after my application. What now?

All applications will be examined after the registration deadline. It is therefore normal that you do not receive any news before the registration deadline has passed. We aim to notify all candidates in a timely manner after the registration deadline has passed, but the speed may vary depending on the type of position and the number of candidates. You can also follow up your application in your profile (see previous question). We use the contact details in your application profile to contact you, so make sure they are correct. Check your spam folder regularly. Depending on the security settings of your email provider, our emails may end up there. We have noticed that this happens more often with Hotmail addresses. If you have any questions about your application, you can contact the contact person mentioned in the vacancy notice (see next question).

Who can I contact if I have questions about a vacancy?

You will find the right contact person in every vacancy message. Go to your submitted applications (see next question) to read this information in the vacancy notice again.

I want to reread the vacancy I applied for. Where can I find it?

To do this, go to your profile and go to ‘Job applications’ (internal vacancy page) or to ‘Job management’ > ‘Jobs applied (external vacancies page). Click the job title to view the vacancy.

Applying again

Will the documents I have uploaded for an application be kept for the next application?

Documents that you add to your application are automatically saved for the next application, but you can of course change them. Always check whether you have added the correct, relevant documents to each application.

Can I apply a second time for a vacancy that is open again?

If you have already applied in the past and your application was not included, you cannot reapply for the exact same vacancy with the same vacancy ID when it is open again. You will receive an error message when you try to submit your application again. After all, it concerns the same selection procedure and your application has already been evaluated for this. You can of course apply for other vacancies. Was your application not included because your application was inadmissible (for example if you forgot to add a document or you did not meet the internal conditions for participation) and the vacancy is open again? Please contact us (selecties@ugent.be) if you want to participate again.

Staying informed about future vacancies and open applications

Can I be kept informed of new vacancies in my area of interest?

Yes. When you create a profile on our website, you can choose to receive job alerts when there are new job openings that meet the criteria you specify. These job alerts are automatically sent to the email address you provided in your profile. You can choose how often you want to receive such e-mails. As an internal applicant you can also set job alerts. Please note: a job alert is valid for 6 months. After 6 months you will receive an email with the message that your job alert will expire. Please log in to reactivate the job alert.

Why do I receive an email with the subject ’Job alert expires?'

Job alerts are valid for 6 months. After 6 months, the job alert set by you will expire. If you do not want this, log in to the system to reactivate your job alert.

Are open applications accepted?

We do not accept open applications. You must always apply for a specific, open vacancy. Would you like to be kept informed of new jobs? You can set job alerts on our vacancies page (see previous question). You will then receive an email when there are new vacancies that meet the criteria you have specified.

Is there a recruitment reserve?

We only work with a recruitment reserve for ATP vacancies (Administrative and Technical Staff). If you participate in a selection for an ATP position as an external candidate, have passed the psychotechnical screening, are invited for the final selection with the selection committee but are not selected as final candidate, you will be included in a recruitment reserve for similar positions. This means that, when a position becomes available in the same job class, you can be invited to apply before the vacancy is published externally. The selection procedure will often also be somewhat more limited.

I have created a profile. Can I be contacted now?

No. You must submit your application for a specific vacancy before your application is visible to us. We will not contact you until you apply for a position.

Withdrawing your candidacy

I am no longer interested in the vacancy I applied for. What should I do?

You can withdraw your application by going to ‘Jobs applied under ‘Job management’. Here you can choose to withdraw your application. You can also contact the contact person mentioned in the vacancy notice.

Can I delete my profile?

Yes. You can easily delete your profile by going to ‘my profile’ and then clicking ‘delete profile’ in the top right corner. Your profile has now been deleted. You can of course always create a new profile. Internal staff members cannot delete their profile.


Do you have an additional question or have you not found the answer to your question here? Please contact the selection team via .