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Scheme for Guests of the Faculty of Humanities

The Faculty of Humanities can grant guest status to individuals on behalf of a Faculty department. This pertains to individuals who are able to contribute to education or research in the Faculty and are not employed by the UvA.

1. Principles

Principles for the granting of guest status are:

- Guests (PNID) have something to offer the Faculty, i.e. one or more departments and/or institutes. This can pertain to research, education or support with respect to research or education. Examples of this include:

  • publications that contribute to a research project or research group
  • active participation in a research project or research group
  • contribution to education, e.g. guest lectures or sharing lectures
  • (co-)supervising PhD researchers

- As a rule, guests are not given a workplace. Emeritus professors are an exception to this rule.
- In all cases, a guest has a host: an employee of the Faculty of Humanities who acts as a host and contact person for the guest. The guest and host should submit the application for guest status together.
- Guests receive little to no support from a secretariat, for instance.
- Guests are not entitled to any budget.
- Guest status is valid for a period of one year and can be extended for a one-year period. If the cooperation is positive, guest status can be extended each year, up to a maximum of three years in total. This three-year period may only be exceeded in exceptional cases, when a department board has made a well-considered decision to do so.
- As a rule, a guest who conducts research is affiliated with a research institute.

The Faculty bears the costs associated with the granting of guest status (i.e. registration, internal costs and insurance).

2. Two types of guest status

There are two types of guest status:

  1. guest status as an ‘affiliated guest’, who only receives access to an email address and an UvA-net ID, but no other facilities; The application for status 1. can be submitted to an institute (AIHR, CoH or GSH) or a department.
  2. guest status as a ‘guest with access to facilities’, who also receives access to other facilities, such as a hot desk, printing/copying, basic secretariat support, a pigeon hole, etc. The application for status 2. can only be submitted to the department where the guest wishes to have access to facilities. As a rule, the application is submitted by the guest and signed by the host.

As a rule, the applicant applies for guest status for a semester or entire academic year. Accordingly, it is preferable for the guest status to commence on 1 September or 1 February. Whatever the commencement date is, the application must be submitted at least five weeks in advance for EU guests and at least two months in advance for non-EU guests who require a visa.

3. Different categories

A distinction is also made between different categories, with some categories only having the status of 1. affiliated guest and others having the option of being status 1. affiliated guests or status 2. guest with access to facilities.

a. Guest/facility

An application for this category is submitted by, for example:

  • Guest scholars with a position at another university or university of applied sciences who are making a temporary contribution to a project or education at the Faculty of Humanities.
  • Guest PhD researchers with a position at another university who want to temporarily work together with an UvA employee or make use of an exchange agreement.
  • Former employees of the Faculty of Humanities can make limited use of this possibility after the end of their contract. They cannot be awarded guest status to continue to perform the same work they did while under contract.

The employee and host submit the application together. A letter of motivation and/or project plan are always required.

Retirees have the option of applying for an UvA retiree account (either immediately or after this period) for using the UB and Eduroam, in particular. This can be applied for during employment through the AC Service Desk (see A-Z list: Pension).

b. Guest/emeritus

An application for this category can be submitted by professors of the Faculty of Humanities who are accorded emeritus status. Hotze Mulder is responsible for handling the application.

c. Guest/former PhD candidate

An application for this category can be submitted by PhD researchers who, following employment, want to temporarily maintain ties with the Faculty of Humanities in order to complete their PhD, for example. This must be approved by the supervisor.

d. Guest/external PhD candidate

An application on a voluntary basis for this category can be submitted by individuals who, as external PhD candidates, would like to work on a PhD at the UvA without pay. For this, the AIHR’s procedure for recognising external PhD candidates should be followed. See:

e. Guest/academic or ‘visiting scholar’

An application for this category is possible for guests who are, as a rule, postdoctoral researchers and, on a voluntary basis, make an actual contribution to research and/or education. The guests can also be academic staff from universities with which an exchange agreement has been made with respect to academic staff. This category is the only one for which the use of a hot desk can be granted; the department can therefore limit the number of places allocated.

Maximum duration

As a rule, guest status (every category) is for a one-year period, with the possibility of two extensions, each for a period of one year. 

4. Application file

Application file:

  • an application form for guest status, to be completed by the guest and immediately signed by the host (see enclosed form);
  • a copy of the applicant's passport;
  • a personal details form (enclosed);
  • a recent CV;
  • a letter of motivation and project plan.

For an extension, the following is required:

  • a form for requesting an extension (see enclosed form);
  • a report on the progress of the project plan and/or a modified project plan;
  • a copy of the applicant's passport;
  • if there have been any changes to personal details, a new personal details form.

The applicant will receive notification within six weeks of application whether guest status has been granted or denied. 

5. Disclaimer

The granting of guest status, following temporary employment, for the continuation of some or all of the work activities performed during employment is not permitted. In accordance with Article 2.4, first paragraph of the collective labour agreement, such a continuation of work activities could lead to the conversion of the temporary employment into a permanent employment contract.