Employers
Student teaching assistant
Register a student teaching assistant
Do you have a student you want to pay through FlexDelft? If so, you can register this student with us. Please note that a different process applies to students from outside the EU.
Only students enrolled at TU Delft can be designated as a student teaching assistant or student assistant administrative and support staff (OBP). If this student's work contributes to teaching or research, the student is a regular student teaching assistant and the role can then be extended indefinitely as long as he/she is still enrolled as a student at TU Delft. If the work does not involve teaching and research, the student is classified as student assistant administrative and support staff. In this case, the role may be extended for a maximum of 3 years and a maximum of 3 contracts. A student who works through FlexDelft, must be registered at a Dutch address.
Salary depends on academic progress. You request an ECTS statement from the student.
- 60-120 ECTS: SA2
- 120-180 ECTS: SA3
- > 180 ECTS/Master's student: SA4
How do you register a student?
- The supervisor completes the registration form.
After completing the registration form, you will receive an email with the summary of your registration. This email will contain a link that will allow you to finalise your registration. Once the registration is finalised, FlexDelft will receive the registration form and an email will be sent to the student asking them to enrol with us. Should you wish to register more than 20 students at a time, please email us at flexdelft@tudelft.nl. We will then send you an Excel form in which you can submit the students' data. - The student enrols with FlexDelft.
Students must complete a one-time registration with FlexDelft. You can inform the student of this. Students who are already registered do no need to take any action. - The assignment confirmation.
Once FlexDelft receives the registration form and the student is enrolled, we will start processing the assignment and then send an assignment confirmation to the supervisor and the student. The student will also be sent the login details for entering the hours worked in the online environment.
Non-EU Student
Students from outside the EU need a work permit before they are allowed to work in the Netherlands. If you want a student from outside the EU to be able to work, the student must bring their residence permit to our office as soon as possible. We can use this residence permit to apply for a work permit for the student. This process can take up to five weeks, during which time the student is NOT allowed to work. Your non-European student teaching assistant can work for up to 16 hours a week. PLEASE NOTE: allowing non-EU students to work without a work permit or employing them for more than 16 hours per week is subject to heavy fines. These fines apply to FlexDelft, TU Delft and the student. Non-EU students cannot be registered retrospectively.
FAQ
Can I register a graduate student as a student teaching assistant?
Unfortunately, this is not possible. However, there are possibilities through our secondment branch. Please contact us for advice about this.
Can a student from outside the EU start working prior to receiving their work permit?
No, the work permit must be received before the student can start. Heavy fines can be incurred for allowing a student to work without a work permit. These fines apply to FlexDelft, TU Delft and the student.
My student has incurred costs for the module, can these be reimbursed through FlexDelft?
Yes this is possible. Please send us the original receipt showing the dim code and the name and signature of the person who approved it.
Can I adjust the notification emails for submitted declarations?
Yes. When you log into your account, you can adjust the frequency of emails or turn off the sending of emails.
When do I need to approve the submitted declarations?
All hours approved before 9.00 am on Tuesday morning will be included in the payroll that same day and are paid to the student that afternoon.
The registration form shows that you can choose between "max. number of hours" and "hours per week". What is the difference?
When you choose "max. number of hours", this concerns the maximum number of hours for the entire assignment. We add this maximum number of hours to the assignment. There is a block on this, which means that the student cannot submit more than that maximum number of hours. If you choose "hours per week", students will receive an assignment with a fixed number of hours per week. There is no block on this, so students can claim more (or fewer) hours than this fixed number of hours per week.
What should I do if the hours submitted by my student are incorrect?
You can click on the student’s declaration to change the number of hours submitted by the student per day. You can also set this to 0 if the student has not worked. The hours specified by the supervisor always determine in the student's payment.
I want to extend the student's assignment and increase the hours. How do I do that?
If it is an extension of an ongoing assignment or one that has just ended, please send us an email with the new end date and any additional hours. We will process this extension and send you a confirmation of the assignment. If there is a change in the extension such as a different dim code or different authorised approver, please send a new registration form.
Something needs to be changed in a student's current assignment. How do I do that?
Please email us if there is a change in an ongoing assignment, such as the dim code, authorised approver or hours. We will then process this change.
The student I registered has decided not to work any longer. How do I cancel this assignment?
Only the student can cancel an assignment early. Please send us the email exchange in which the student indicates he/she no longer wishes to work. Or the student must email us directly and state that they are cancelling the assignment.
How can I cancel the assignment early myself?
Unfortunately, this is not possible. Only the student can stop the assignment early.
Payroll employees
Paying an employee
You want your temporary employee to be paid via FlexDelft Detacheringen. This can be done under the following conditions:
- The employee has not been previously employed by TU Delft in the past six months.
- This can only be done on the first of the month and per whole months.
- The employee receives a fixed FTE (and fixed hours) per month. This is not on a declaration basis.
- The employee is expected to live in the Netherlands.
- The employee can work through us for a maximum of 3 contracts within 1 year.
- We work in accordance with the Collective Labour Agreement for Universities. This means the employee will receive the same expense allowances and a year-end bonus and will be registered for the ABP pension.
- If it concerns a non-EU employee, please contact us first.
If you decide to register the employee with us, please do so using the registration form. The link to the registration form can be found at the top of the page.
After you complete this form, we will send you an email with a summary of the registration. You still need to finalise this. Once the registration is finalised, it will be sent to FlexDelft and the employee will be sent an email containing a link they can use to enrol with FlexDelft Detacheringen. We will also contact the employee to request a copy of their passport and the payroll tax statement.
We will prepare the contract once the employee’s enrolment is complete. This is signed by the employee. You will be sent confirmation of the secondment for this assignment, which you can use to start the registration of external parties.
We then take care of the monthly salary payment and invoicing. When the end of temporary employment is approaching, we will contact you to go through the options for a possible extension.
For customised advice on appointing your temporary employee, feel free to give us a call or send an email to fdd@tudelft.nl
Invigilators
Invigilator services
On behalf of Education & Student Affairs (ESA), we handle the scheduling and coordination of TU Delft's invigilator pool.
A group of over 100 enthusiastic invigilators supports students and lecturers during official exams. FlexDelft handles the recruitment, selection, training, scheduling and payment of this group.
The rules and guidelines for invigilators are set out by TU Delft in the Rules of Procedure. Invigilators work according to these rules.
About two weeks before an exam, FlexDelft receives the timetable from TU Delft's exam scheduler. We then get to work based on this information. FlexDelft automatically schedules invigilators for exams involving 30 or more participants.
The responsible lecturer will be sent an email regarding this. This email also contains a link to the Exam Information Form (TIF), where information can be communicated to the invigilators in advance about matters such as the number of scratch papers and exam papers to be handed out, the aids students are allowed to use and contact details of the lecturer.
No invigilator will be scheduled if fewer than 30 participants are present. The lecturer will also be informed of this by email. This email describes what a lecturer can do to still use an invigilator.
Digital support
Invigilators provide digital support for various software packages. They are also called e-invigilators. This currently only applies to Ans and Möbius software packages. With these exams, an e-invigilator is scheduled from the first registered student.
E-invigilators are in contact with the ESA Exam Support department during the exam to be able to resolve any malfunctions/problems.
Requesting support
It is possible to request the services of an invigilator from FlexDelft. This is based on availability and invoiced per dim code of the respective department.
Contact
For enquiries about the invigilator services, please send an email to surveillanten@tudelft.nl.