Pre-employment screening

Screening instruments

• Verifying degree certificates

  If a candidate mentions having obtained a certain degree, it may be important to verify this fact through the submission of the degree certificate. The candidate might also apply for a free extract of degree certificates obtained by him/her via the register of degree certificates held by the Education Executive Agency (Dienst Uitvoering Onderwijs or DUO). This register contains details of the degree certificates of most of the Dutch degree programmes recognised by the Ministry of Education, Culture and Science.

  The fact that verification of the degree certificates is part of the procedure will be stated in the vacancy text or during the job interview. The manager will verify the degree certificates during the selection process. 

  During the commencement of employment process, the successful candidate will soon be asked to upload the degree certificate of his/her highest qualification. It goes without saying that other degree certificates may also be added. The HR Service Desk will then check whether one or more degree certificates has/have in fact been attached. If the degree certificate(s) is/are missing, or if there is anything else that catches their attention, the HR Service Desk will contact the HR Advisor. The onboarding process is currently being adapted to make an upload of degree certificates possible. Candidates are expected to receive the upload option around summer 2023.

  Under the applicable privacy regulations, the degree certificate will be removed from the file after ten years and destroyed. 

  International employees

  Foreign degree certificates can also be verified via the Information Centre for Credential Evaluation (Informatiecentrum Diplomawaardering or IDW). The costs of verification are €148.83 including VAT per degree certificate (price valid on 31/03/2023).

  The evaluation of a degree certificate or degree programme describes with which Dutch degree programme or Dutch degree certificate the foreign degree certificate or degree programme can best be compared. The Netherlands Organisation for International Cooperation in Higher Education (Nuffic) performs the evaluation of credentials for secondary and tertiary education. The Diploma evaluation and education comparison department of Foundation for cooperation on Vocational Education, Training and the Labour Market (Samenwerkingsorganisatie Beroepsonderwijs Bedrijfsleven or SBB) performs this function for pre-vocational secondary vocational education (voorbereidend middelbaar onderwijs or vmbo) and senior secondary vocational education (middelbaar beroepsonderwijs or mbo).

• Reference check

  The reference check involves making contact with one or more referee(s) in order to obtain information that is relevant to the position the candidate is applying for. The aim of the check is to verify whether the referee confirms what the candidate has said about his/her knowledge and experience, and what he/she has indicated about his/her abilities. 

  To avoid catching the applicant unawares with a reference check, the vacancy text might mention the fact that this is part of the application procedure, or the candidate will be informed of this during the job interview. This will give the candidate sufficient time in which to decide who might be a good referee and to approach that person in this regard. The vacancy holder or manager calls the referee him/herself, because the vacancy holder knows best what is being sought in a candidate. During this talk, only questions that are relevant to the position are asked.

  For further information, see the recruitment and selection manual and the sample questions. The outcome of the reference check is not added to the candidate’s digital staff file. The outcome must be shared with the candidate if he/she requests this.

  International employees

  For international employees, the reference check procedure is no different from that for local employees.

• Certificate of Conduct (CoC) (in Dutch: Verklaring Omtrent Gedrag or VOG)

  The Certificate of Conduct (CoC) is a certificate showing that, legally speaking, there is nothing in the candidate’s past that forms an objection against him/her fulfilling a specific task or position in society. In the assessment of an application for a CoC, Justis checks whether the candidate’s record includes any offences that might constitute a risk in terms of the position or goal the CoC applies to. Certain offences do not form an objection in respect of a job or work placement. This information will not be shared with VU Amsterdam. If the candidate has no criminal record or there are no offences that are relevant to the position the application applies to, the candidate receives a CoC, otherwise not. In principle, the review period applied at Justis is four years.

  Where a CoC is a requirement for a particular position, this must be mentioned in the vacancy text (‘Submission of a Certificate of Conduct (CoC) is part of the application procedure’).

  For positions that involve working with chemical, biological, radiological and nuclear (CBRN) substances, the National Coordinator for Security and Counterterrorism advises that a CoC be requested. This screening is done with reference to the kinds of duties and authorities to which the screening applies, on the basis of the Manual for Screening of CBRN Employees (in Dutch).

  The fact that a CoC is part of the procedure will be stated in the vacancy text. During the commencement of employment process, the manager will indicate that a CoC must be applied for. The HR Service Desk will then initiate the digital application at Justis and inform the selected candidate, who will then complete the rest of the application digitally and upload the certificate upon receipt. The HR Service Desk will save this to the staff file.

  Frequently Asked Questions regarding the CoC can be found on the Certificate of Conduct (CoC) page.

  International employees

  The process for obtaining a Certificate of Conduct (CoC) for international candidates is different from that for Dutch candidates. A CoC cannot always be obtained. However, Justis does consult the Criminal Records System (JDS) for all applications. Justis also consults police records, the Public Prosecution Service, probation service and, for persons who are resident in the EU, the European Criminal Record Information System (ECRIS). ECRIS links the national criminal registers of EU countries.

  A CoC can be applied for for employees from countries outside the EU, but as these employees will not be found in the registers, they will be granted a CoC anyhow. An international candidate might be asked to apply for a Certificate of Conduct in the country in which he/she has lived for a number of years at least.

Assessment on knowledge security on international personnel

• Why is assessment on knowledge security important in international cooperation?

  International cooperation, attracting scientific talent from around the world and academic freedom are of great importance to VU Amsterdam. Knowledge security aims to ensure that this international science cooperation can take place safely. This involves (re)understanding security risks. Universities are a sought-after target for obtaining sensitive knowledge and technologies. 

  Covert influence of education and research by other states should also be considered. Such interference may jeopardise academic freedom and social security. Ethical issues related to knowledge security may also come into play when cooperating with countries that do not respect fundamental rights.

• Binding VU knowledge security framework

  As a manager, you have an important role in entering into or extending international collaborations by you or colleagues you manage. VU Amsterdam has a binding knowledge security framework in this regard. Think in this context of:

  • recruiting (scientific) personnel (a factsheet is available for this specific purpose)
  • inviting a guest researcher
  • granting courtesy privileges (‘gastvrijheid’)
  • receiving a delegation
  • appointing an endowed professor
  • drawing up a collaboration agreement (NDA, MoU, LoI, contract or otherwise)
  • setting up a joint education program
  • drawing up an inter-institutional agreement
  • planning to establish shared facilities or to attract foreign investment
  • being the project coordinator/secretary in a research consortium
  • conducting research and/or writing a scientific article with colleagues of a foreign institution

  Since the first of September 2023 six questions must be answered from the VU Amsterdam Knowledge Security Framework, chapter 3, appendix 2 to assess whether international cooperation can be undertaken or whether someone may be hired. If you (or a colleague) answered ‘yes’ to one or more questions or if you have doubts about one or more questions, then the next step is to complete the comprehensive knowledge security questionnaire. You should then discuss the completed questionnaire with the knowledge security contact person within your faculty or division. The contact persons can be found on the page Knowledge security for VU Amsterdam employees, together with more information on knowledge security. If you are not involved in the assessment, always check with the colleague in question whether the knowledge security framework has been followed, and - if applicable - the contact person for knowledge security has been consulted.

• Identifying knowledge security issues

  As a manager, you also have an important role in identifying knowledge security issues after entering into a collaboration. Think in this context of:

  • unauthorized access to sensitive information or physical spaces
  • irregularities in the use of company resources
  • unusual activity on the VU network
  • loss or theft of physical and digital data
  • striking behaviour or expressions of an employee

  If you have any concrete signs or doubts about this, please contact the Knowledge Security Advisory Group via kennisveiligheid@vu.nl. Naturally, you can also contact your director or a confidental counselor.

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