New employees: preparing to start your job

Several regulations and statutes govern how the institution operates. Please read them before signing your contract:

• Employment regulations
• Intellectual property, research development
• Ownership, protection and development of research results
• Research Ethics Commission Regulations
• Academic Staff Regulations
• Scientific Staff Regulations
• Administrative and Technical Staff Regulations

Several documents are required for signing your contract:

1. Identity photo for your staff card and the UCLouvain directory. Photo requirements:
   
   1. colour photo on a white background and on paper (no colour photocopies);
   2. identity card format (45 x 35 mm, face forward and centred);
   3. recent and undamaged (no staples).
2. Diploma original and copy.
3. Copy of identity card or passport.
4. Employment certificate(s) from previous employer(s).
5. Paid holiday certificate(s) from previous employer(s): these are needed to calculate paid holidays, extra holiday pay, and the number of days of paid leave to which you are entitled.

Please also provide your:

1. national registration number (for Belgians, this number usually appears on the back of your identity card);
2. bank account number.

For information specific to the entity or department you are joining, consult its website.

If you have a problem, you can use the directory to contact a UCLouvain staff member.

How to get to UCLouvain

View directions to our campuses.

i If you travel by car, you can print your parking sticker as soon as you activate your user account.

• In Louvain-la-Neuve, “Parkings Malins” (“smart" car parks) are available free of charge until you can print your parking sticker.
• Other campuses.

“Express” bus shuttles connect certain campuses: park your car at the campus closest to your home and get to your office using a more ecological and economical means of transport!

You can also carpool with colleagues.

Dining options

All departments have common rooms where you can bring your own meals, and you can also have your meals in one of our University Restaurants.

i While waiting for your staff card, you can show the digital card available on our mobile app to benefit from the “staff member” discount.

Now that your documentation is in order, it’s time to create your UCLouvain user account.

This will give you access to the UCLouvain intranet and website and all the information they contain. From the first day of your contract (and not before), you can create your account as follows:

1. contact the Service Desk by email or phone to get your FGS number;
2. go to the User Account Activation page;
3. choose a password (password requirements and tips), enter a secret personal question and record a simple answer, which is essential to recall if you forget your password.

Once you have your login and password, go to the “New employee” section on the intranet, where you will find information to take your first steps at UCLouvain.

Are you coming from abroad? Consult our International Welcome Guide.

Should you encounter any difficulties, your manager or administrative manager can help you complete the following requirements:

• Send two signed copies of your contract (handwritten signature, no scans) to your administrative manager.
• Send the documents requested by your manager.
• Configure your MyUCL virtual office and install the “My HR file” and “Employee window” widgets.
• Complete your health surveillance form and work schedule in your virtual office.
• Enter your professional details via the virtual office "Employee window".
• Register for the First Steps at UCLouvain training.

Find the latest UCLouvain news on our:

• social networks;
• mobile app.