The practical operation of ODIS

The frequent changes in Belgian migration legislation for non-EU nationals have led to an exponential increase in the number of documents to be personally submitted. The Personnel and Organization Department, together with the Information and Communication Technology Department, has therefore developed the Sharepoint application 'Onboarding Documents for International Staff', or ODIS for short. This application facilitates and simplifies data exchange.

ODIS is accessible to new international staff via the personal e-mail address and a specific secure link to the personal environment. On the personal webpage the international staff can find the following:

  • the personal information known at UGent;
  • consult the status of their file;
  • an overview of all requested documents; and the possibility to upload these documents;
  • downloadable documents such as standard attestations and single permit communication provided by the Department of Personnel and Organization during the onboarding procedure;
  • Each document includes a specific legend providing more information on the obligations related to the document as well as a website with additional information and instructions for the international employee. It is also indicated for certain documents whether a legalization and/or translation has been added.

Behind the scenes, the Recruitment Administration team of the Personnel and Organization Department can

  • request the required documents individually per file
  • review and approve or reject the documents provided when they do not meet legal or internal standards
  • allow personal information sheets to be completed online
  • provide standard communication by e-mail; or by means of downloadable attestations and letters.
  • closely monitor single permit procedural deadlines.

From February 1, 2022, UGent will ask international researchers who come to Ghent with their own funding to no longer send their personal documents by e-mail to the Recruitment Administration team, but to upload them on the Sharepoint application ODIS.

Later this year, international professors, assisting academic staff and researchers from the WP and Postdoc grantees will also be able to submit their documents via ODIS. For the researchers, ODIS is also part of the preparation for the tipping of guest agreements in single permit legislation later this year.