(Using this link you can return to the overview article on the new policy for scientific staff)
On April 1st 2019 there will be a formal conversion to the new policy for contractual scientific staff. Below we give a detailed explanation of how this conversion will be done.
Previous measures
Between the talks and negotiations on the draft regulations, the approval by the Board of Governors on February 1st 2019, and the formal conversion of existing members of scientific staff on April 1st 2019 quite some time will have passed. In the meantime some fixed-term contracts of scientific staff members will end. This could imply that such a contract would not be extended because of the uncertainty of the budget holder concerning the impact of the new policy.
To avoid that because of this there would be scientific staff members, some with a long time employment at UGent, in this way would "disappear" even before there situation can be judged in the light of the new policy rules, an agreement has been reached with university management. All contractual members of scientific staff who have had an UGent employment of at least 2 years on December 31st 2018, and whose contract would end on this date or later, but before March 31st 2019, would be offered a contract extension until March 31st 2019. This way there is a guarantee that the conversion rules (see further) will also be applied to them.
The conversion is for whom?
1) The labour contract will be automatically converted to a permanent contract for all who have already had a contract with UGent for 4 years or more on April 1st 2019 (without interruptions of more than 3 months). Depending on the category (or "group") one is assigned to (see further) this might or might not be a permanent contract with a clause of maximum duration. Morr details on this matter can be found on the pages concerning the different groups of scientific staff in the new policy.
2) The labour contract will NOT be automatically converted to a permanent contract for all who do not yet have had a contract with UGent for 4 years or more on April 1st 2019 (without interruptions of more than 3 months). Nevertheless such a contract can be converted in a permanent contract (whether or not with a clause of maximum duration, depending on the group one is assigned to) by decision of the budget holder. Should the budget holder decide not to convert the contract, then the employment will end on the date as mentioned in the current fixed-term contract. In this case a termination fee will be paid to the said scientific staff member.
Supplementary information based on the amendments approved by the board of governors on March 26th 2019: These scientific staff members will be offered a same form of implacement as is determined for scientific staff in group 3, however this will be limited to the remaining period of their temporary employment contract.
What will happen at the moment of conversion?
All staff members of whom the contract is converted will be asked by the Personnel department to sign a new contract. Please note: this will also happen for the limited group of members of scientific staff who already have a permanent contract.
Their are templates of these new contracts that have been drafted in consultation with the trade unions. You can find these templates (Dutch only) in attachment at the bootom of this page.
In this contract there will be a proposal for the group from the new policy you will be assigned to, the percentage of employment, and the salary scale.
As for the "group" one will be assigned to: this proposal will be done by the budget holder, but evidently within the limits of the new regulations. This means a.o. that the real job content needs to correspond to what is being determined on this matter for each of the three groups of scientific staff in the new policy. E.g. nobody can be assigned to group 1 who is not working on a doctorate. Also someone who has obtained a doctoral title more than 6 years ago cannot be assigned to group 2. Nevertheless it is possible that a group would be proposed that according to you does not correspond to your real job content. To tackle these situations there is a possibility of appeal against this proposed group assignment (see furher).
As for the percentage of employment: the general rule is one will be offerend a contract with the same percentage as the percentage one has at the moment of conversion. However we have noticed that some members of scientific staff in a recent extension of their fixed-term contract have been offered a lower percentage than usual without clear and objective reasons. To be able to react to such situations there is also a possibility of appeal against this proposed percentage of employment (see further).
Finally, at the moment of conversion on April 1st 2019 there will be a correction of salary scale for everyone who is in a lower salary scale than the scale that results from applying the new career rules on the real career one has had at UGent until now.
E.g. a member of scientific staff (without doctoral title) who at conversion is assigned to group 3 and who has been employed as scientific staff at UGent during 10 years on April 1st 2019, but who (unjustly) still receives a salary in WM1, will receive a salary in WM3 from that date on. (Explanantion: WM1 + 6y = WM2 + 4y = WM3)
Please note: this one-off correction of salary scale will not result in anyone getting a lower salary scale than one already has at the moment, regardless of the results of the application of the said career rules.
What to do if you do not agree with the proposal of your budget holder and the Personnel department?
There is a possibility of appeal against the proposed "group", the percentage of employment, and the salary scale. If one disagrees with the proposal one has appeal, within one month after the formal communication of the proposal, to an ad hoc appeal commission.
Change of information based on the amendments approved by the board of governors on March 26th 2019: This appeal committee is composed of the faculty management of your faculty, together with the chief academic administratot and the director of Personnel. This appeal committee takes the final decision.
Do you have an y doubts concerning the proposal you have received? Some things are not clear? You wish to appeal? Do not hesitate to contact us through ACOD@UGent.be