Appointment as Assistant Academic Staff

The term Assistant Academic Staff (AAP) refers to academic employees who take on a supporting role in teaching and/or research. Within the AAP, several categories are distinguished.

Categories within the AAP

There are three different categories within the AAP. The specific provisions for each category can be found via the links:

In addition, it is also possible to recruit an AAP Ad Interim, as a temporary replacement for an AAP member.

Framework for appointment

As an AAP member, you typically do not receive an employment contract from Ghent University, except in a few specific situations. The appointment is issued through a legal-administrative decision by the university management or the Research Council. You will receive confirmation of this decision by email (Thus, you will not receive a contract, nor will you sign any document to start your position).

By confirming your start date (no later than January 1st following the decision date), you formally accept the appointment, and the AAP employment statute of Ghent University becomes applicable to you.

The start date is usually October 1st but may occur at another point during the year. For valid reasons, the start date can be postponed by a maximum of one year, specifically for:

  • Serving a notice period with a previous employer.
  • Awaiting a single permit (only for non-EEA nationals).
  • Additional time needed to relocate to Ghent.

If you do not take up the position within one year, the offer from Ghent University expires.

Duration and renewal of the appointment

An appointment within the AAP can only occur after completing a vacancy procedure. AAP appointments are always temporary and may or may not be renewable, depending on the category. The duration of your appointment also depends on the category. More information can be found in the specific provisions for each category.

Career interruptions are allowed for palliative care, parental leave, or the care of a seriously ill family member. If the interruption is full-time and lasts at least one month, the BOF mandate can be extended accordingly. In cases of pregnancy or long-term illness, the mandate may also be extended. The specific conditions and regulations can be found in the rules and on the intranet.

A leave of absence for a scientific assignment may also be requested.

Employment conditions

The mandate must start while residing and working in Belgium. A domicile in Belgium is required to meet administrative and social security requirements.

For non-EEA nationals, obtaining a single permit to work in Belgium is mandatory. Once the required application documents are submitted, Ghent University will initiate the application process.

Anyone who obtained their master’s or doctoral degree outside the EU must request a diploma equivalence recognition from the competent Flemish authority. If the recognition is refused (even after appeal), the appointment is terminated immediately.

Your obligations as an employee

As an employee, you are required to:

  • Perform the work personally: Carry out the agreed tasks yourself, following the employer’s instructions and within the agreed working hours.
  • Comply with instructions and policies: Follow all lawful orders, internal rules, and workplace policies (e.g., safety, IT use, confidentiality).
  • Maintain confidentiality: Do not disclose any confidential information obtained during your work, both during and after employment.
  • Act loyally and in good faith: Serve the employer’s interests, avoid conflicts of interest, and refrain from competing activities.
  • Take care of university property: Use resources correctly and return them at the end of employment.
  • Respect working hours and absence procedures: Adhere to schedules, report absences correctly, and provide medical certificates if required.
  • Follow health and safety regulations: Contribute to a safe and healthy work environment and comply with all related procedures.

The following regulations apply to the appointment or employment agreement:
The regulations for Assistant Academic staff, Valorization regulation, the Laboratory and Workplace regulations, the Labour regulations, the Ghent University regulations on administrative leave and absences, and the Commuting allowance regulations. Other regulations may apply depending on your specific situation.

All regulations are available in the Codex.

Job description

AAP members are required to complete an annual job description and activity report to renew their mandate.

Secondary activities

At the start of the academic year, Human Resources surveys Academic Staff regarding the secondary activities they wish to undertake during the upcoming academic year.

Language proficiency

If you become the responsible lecturer for one or more courses, you are required to demonstrate language proficiency at CEFR level C1 in the language of instruction of the respective course.

Social security and taxes

The Belgian social security system applies to your salary calculation. In cases of international mobility, EU Regulation 883/2004 on the coordination of social security applies.

Payroll tax is withheld from your salary, as personal income tax must be paid in Belgium. Ghent University only withholds taxes at the source of income. The final tax amount is determined by the Belgian tax administration through the personal tax return as a resident or non-resident. Personal income tax is calculated as a Belgian resident, provided you maintain valid residence in Belgium during employment.

If you move abroad, taxation may also apply in your new country of residence, and Belgian payroll tax will be applied under non-resident status. Ghent University is not responsible for any additional personal income taxes arising after relocation abroad.

Changes in personal data

If your address, family situation, or bank account number changes, you must inform HR immediately and update your personal information.

Legal residence requirements

Employees with a non-EEA nationality must obtain a single permit (Annex 46), which serves as the basis for a visa to enter Belgium and subsequently a Belgian residence permit in order to start employment. The single permit and residence permit must be renewed in time. If this does not happen, the contract is automatically terminated by operation of law.

The renewal of the residence permit must be initiated no later than 15 days before the expiration date at the town hall of your place of residence in Belgium. Physical presence in Belgium is required for this procedure.

EEA nationals with a contract of more than 3 months must also obtain a valid Belgian residence permit from their local municipality.

Ghent University provides administrative support for the application procedure through the International Staff Office.

Cards and access badge

During your welcome moment, you will receive a staff card and an access badge (tag).

Doctoral students: If your appointment is related to obtaining a doctoral degree, you must also register as a doctoral student. You will receive a student card, issued by the Registrar's Office, which will be sent directly to your workplace. The student card provides access to various student-related services at Ghent University.