Here you will find answers to frequently asked questions about applying online for jobs at the University of Antwerp.
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Once you’ve found a vacancy you would like to apply for on the University of Antwerp’s job site, you will be redirected to the university’s online job application platform.
After registering as a new user (or after logging in), you can use the UAntwerp job application platform to
- search and view available positions
- set up job alerts (= notifications about new vacancies)
- apply online for open vacancies
- manage your applications and account information yourself.
Of course, we respect your privacy with every new application (see below).
Registering as a new user
In order to be able to apply and use all the tools on the University of Antwerp’s job application platform, you’ll need to register as a new user. It’s easy: choose a username and password, and fill in your account and address details. To create your account, you must agree to the general terms and conditions. They also contain information about how the University of Antwerp protects applicants’ privacy.
- Can I log straight in to the online job application platform?
When you have registered as a new user, you can log straight in to the online job application platform. Your account allows you to log in to both the job application platform for Academic Staff (ZAP, AAP, BAP) and the job application platform for Administrative and Technical Staff (ATP). You can set up job alerts, change your account details, etc. on both platforms. You’ll find more information about that below.
- I have registered as a new user, but I am experiencing problems when I try to log in. The system does not recognize my username or password.
If you are experiencing problems in the process of logging in (after you finished your registration), please try the following:
- Delete your cookies and browser history
- Empty your cache
- Close your internet browser
- Restart your internetbrowser
If none of this works, please try using a different internet browser.
- When I try to fill in my password, several extra dots appear.
When you are registering as a new user and when you are in the process of logging in, it is normal that several extra dots appear in the password field when you are clicking on another field. This is extra security to prevent that someone who is looking over your shoulder, could see how many characters you have used for your password.
- How can I improve my search?
Use these tips to refine your search:
- Expressions: put double quotation marks around groups of words (e.g. “this exact phrase”) to search for a phrase that appears in exactly that order;
- All words: use an ampersand (&) to specify that all the words you enter should appear in the results (e.g. documents & reports);
- Random words: use a pipe (|) to specify that at least one of the words you enter should appear in the results (e.g. annual report | report);
- Partial search strings: use an asterisk (*) to search for partial search strings (e.g. document* returns words that begin with ‘document’, such as documents, documentary and documentation).
- Can I save my search?
Yes – use the 'save search' option on the 'search jobs’ screen. For more information about saving searches, see the section on setting up job alerts.
- Can I send an unsolicited application?
The University of Antwerp recruits on the basis of specific vacancies, so we cannot respond to unsolicited applications. We advise you to apply for a specific job. All open vacancies can be found on the University of Antwerp’s job site and online job application platform. However, you can choose to be notified of new vacancies that match your search criteria using job alerts. More information about unsolicited applications
- Do I have to complete my application in one go?
No, you can save your application and continue working on it at a later date. Do this by clicking on the three dots in the top right-hand corner of the screen. You’ll see the option 'save as draft'. This saved but not yet submitted application will then appear in the list of your applications under the heading 'my job applications', which you will find on the platform’s homepage. You can keep editing your application by clicking on the arrow right up until the application deadline.
- Do I have to fill in my details again every time I apply for a new job?
No. Your details will be stored for future applications on the same job application platform (either for Academic Staff or for Administrative and Technical Staff). If you apply using the other application platform, some of your details will be stored. Check your details carefully and correct them where necessary for each new application.
- What does the online application form involve?
The application form consists of several steps, which are explained in detail below.
The application form may look different depending on the position you are applying for. It’s possible that not all of the steps described below will be included in your application form.
Please note that the application form contains different types of answer fields. Some fields ask you to choose from a list of answer options. In that case, you’ll see a magnifying glass next to the input field. If you enter your own text here, the system will not accept it and you’ll see an error message. Delete the text and click on the magnifying glass, then choose one of the options from the list.
In step 'start’, you’ll get more information about the application form.
In step 'qualifications’, we ask for information about your education and work experience. It is important to fill this section in as accurately as possible. We also ask about your researcher IDs (for academic positions), your ICT skills, language skills and any references we can contact.
- I have been asked to include my researcher IDs (for an academic position). What does that mean?
Researcher IDs (or researcher identifiers) are systems that help to distinguish between scientific authors, who sometimes have the same name or initials. They allow research output to be linked to the right person. Choose from the list which type of ID (identifier) applies to you. Enter your unique identification for each type you choose. It might be an identification number, URL, or something else. Some examples of formats:
- Researcher ID: x-xxxx-xxxxx
- Scopus ID: xxxxxxxxxxx
- ORCID: xxxx-xxxx-xxxx-xxxx
- Researchgate: https://www.researchgate.net/profile/firstname_surname
- I haven't finished my studies yet. Is that a problem?
No, you can also include ongoing courses in the education section. Under ‘Qualification earned’ you can indicate that the course is still ongoing. You do have to fill in an expected end date. Please note that if a vacancy requires a certain qualification, you must have completed that qualification by the job’s start date.
- I need to specify the type of programme in the education section. What is meant by that?
You should choose the level of education that applies: 1. PhD; 2. Master, Advanced Master or Licentiate; 3. Bachelor, Advanced Bachelor or Graduate; 4. Higher vocational education – HBO5 (a practice-oriented course taught during the day or in the evening that is just below the level of a professional Bachelor programme, usually two years); 5. Secondary education; 6. Other programme (candidatures, postgraduates or other courses that do not belong to any of the categories listed).
- The education section asks about result/degree classification. What is meant by that?
When you complete a qualification (e.g. Bachelor and Master programmes at Flemish university colleges and universities), you are often given a degree classification on the basis of the total final result you obtained: pass, cum laude, magna cum laude, summa cum laude, etc. If you did not receive a degree classification, or it was expressed differently (e.g. in numbers or letters), you can either add that information or enter 'not applicable'.
- I don't have any work experience yet. Is that a problem?
No. Here you can also mention relevant experience you gained as a student worker, intern, volunteer and so on. If you do not have any work experience at all, please enter 'no work experience' in all required fields. Then set the employment percentage to '100' and enter the date of your application as the starting date.
- I have to specify my employment percentage for my work experience, but I get an error message.
You can only enter a number (e.g. 100 if you work full-time, 50 if you work half-time). If you enter a percentage sign (%) after the number, you’ll get an error message. Just delete the % sign. Decimals are not accepted either.
- The language skills section asks for a CEFR certificate. What's that?
CEFR (also CEF or CEFRL) stands for Common European Framework of Reference for Languages. The framework describes levels of language proficiency, from beginner to near-native. In total there are six levels: A1 and A2 for basic users, B1 and B2 for independent users and C1 and C2 for proficient users. If you have obtained a CEFR certificate for a certain language, select the highest CEFR level you have reached for that language. Not (yet) obtained a certificate? No problem – you can leave these options open under language skills.
- Which ICT skills should I mention?
You only need to mention ICT skills that seem relevant to the job.
- Will the references I mention be contacted?
Even if references are requested in the vacancy, it is not always the case that we will actually contact them. Including a reference means you give the selection committee permission to contact this person if they want to. Before including a reference, it is best to ask the person if they would mind being contacted. If you wish, or if requested in the vacancy, you can also upload a reference letter in step ‘personal information’ of your application.
- Why do you ask about my relationship to UAntwerp and how I heard about the vacancy?
We welcome all applicants, regardless of whether they have already worked or studied at the University of Antwerp, or whether they have any connections there. Your answers will be used for statistical purposes and for initiatives designed to optimise equal opportunities and recruitment.
Step personal information
In step ‘personal information’ we ask for some personal details which will help us take action to optimise equal opportunities and recruitment.
- Where can I add my contact details?
In step ‘check and submit’ of your application you will be asked to check all of the details. ‘My contact information’ shows the information you entered when you registered as a new user. You can correct, change or add to your contact details here if necessary.
In step ‘attachments’ you can upload other attachments if these are requested in the vacancy or if you want to.
- Which attachments should I upload?
The only attachments that you have to upload are those mentioned specifically in the vacancy. If you wish, you can also include other attachments to strengthen your application (e.g. references, certificates, etc.). For each one, indicate which type of attachment it is – a cover letter, CV or other appendix.
- Do I need to upload a copy of my diploma?
This is not necessary unless it is specifically mentioned in the vacancy.
- Is there a required file format for attachments?
You can only upload files in the following formats: .doc, .docx, .odt, .pdf, .rtf and .txt.
- Is there a maximum number of characters for filenames?
Yes, a filename can have a maximum of 64 characters.
Step check and submit
In step ‘check and submit’, you can check your application, correct your contact details if necessary and then submit your application.
- How do I check the attachments I uploaded?
You can open the files you attached by clicking on the links to the uploaded documents in the section for your CV (optional), cover letter and attachments. Depending on your web browser, you might be asked to allow pop-ups in order to be able to view the document.
- Can I withdraw my application?
If the application deadline has not yet passed, you can withdraw your application by going to 'my job applications' on the home page. There you will see a list of all your applications. Vacancies which are still open will show the 'withdraw' option. If you wish to withdraw your application after the deadline has passed, please contact firstname.lastname@example.org.
- I've already submitted my application, but I want to make some changes. Is it still possible?
Once you have submitted an application, you cannot change it. If necessary, you can withdraw the entire application and resubmit it, as long as the application deadline has not yet passed. To do this, go to 'withdraw' under 'my job applications' (on the home page).
- Will my data be stored after my application?
Yes, your registration details will be stored so that you can continue to apply in the future and manage your applications and job alerts. The details you enter in the online application form will also be stored temporarily, so you don’t have to enter everything again with each new application. For more information, please see the general terms and conditions.
- How long will my data be stored?
- Can I delete my profile?
For more information, please see the general terms and conditions.
- How does the University of Antwerp protect my privacy?
- Will I automatically be added to a recruitment pool?
No. You may be added to a recruitment pool if the selection committee decides that your qualifications match the vacancy and your application is shortlisted. In that case, you will be told how you ranked among the other applicants (e.g. ranked first, second, third, etc.). Being added to a recruitment pool does not mean that we will contact you when new or similar vacancies become available. We recommend that you keep an eye on our vacancies and apply for specific positions you are interested in. If you want to be notified of new vacancies, you can always set up a job alert (see above).