GUIDE TO EMPLOYMENT AT UPOL
Signing the work contract
- The start of your employment will be coordinated by Tereza Lomaka. After your arrival, you will be taken to Human Resources Office (HRO), where you will be given other instructions and documents if you have not already received them electronically.
- Before you can sign your work contract, you must submit the Personal Profile Form specifying your tax residency status, which you can download here. You will have to provide a copy of your passport or identification card and a copy of your university diploma or other document proving your education. Without these documents it is not possible to sign the work contract.
- If you are a EU citizen working in two or more EU countries or a third country national working in two or more EU countries it is necessary to provide an A1 form preferably before your employment starts. If you do not have it you will have to apply for an A1 form as soon as possible. Your personnel assistant will help you navigate the procedure correctly. Please follow their instructions and requirements. Please keep in mind that it is the joint application of both the employer and the employee.
- If there is any change in your personal data (employment, passport or other document number, health insurance, birth of a child, gaining a new title, change of account, another form of employment including through a short-term contract (in Czech: DPP – Dohoda o provedení práce), etc.) during employment, report it without delay to Tereza Lomaka
Doctor’s examination report
The employment contract can only be closed after an initial medical examination.
- The initial medical examination must take place at least one day before starting work.
- You must arrange for the examination with a faculty-contracted doctor. Bring a health assessment request from Tereza Lomaka to the doctor.
- We also recommend that you ask your home doctor for a copy of your medical records in English before you leave for the Czech Republic.
Extending or terminating the work contract
Before the expiration of the employment contract, your supervisor will discuss an extension with you or inform you of the impending termination. If your contract is to be renewed, you will sign an amendment to the employment contract with the HR Office.
- Before terminating your employment, you must hand over all loaned assets (your employee card, company computer, service phone, work clothes and equipment, literature, workspace keys) and conclude any obligations to Palacký University. To do this, you will fill out the Employee Clearance Certificate (in Czech: Výstupní list), which you will receive from the HR department. After the completion of this, you will receive an Employment Record (known as a certificate of evidence, in Czech: Zápočtový list), or other documents.
- The termination of your employment must be carried out properly, in accordance with the laws of the Czech Republic.
When terminating employment this fact must be reported by the research organization (UPOL) at Ministry of the interior, more about ending residence permit here.
Employee identification card
Step 1: You will be asked to send us a high-quality 35×45 mm ID photo electronically.
Step 2: We will contact UP Computer Centre (CVT) to issue your Employment ID Card.
Step 3: After signing work contract your login and password to will be send to the email you stated when signing the contract. In case you do not receive such an email, please contact sinofon.helpdesk@upol.cz. Please note that your identification card will not be issued to you by the UP Computer Centre (CVT) earlier than 24 hours after signing the employment contract.
Step 4: You need to use your login and password to log into CVT website https://rezervace.upol.cz/karty to make an appointment to pick up your card – please see the screens below.
Step 5: Pick up your Employment ID card. To make sure everything goes well, please contact sinofon.helpdesk@upol.cz to let an intern accompany you for possible translation.
Access to the university network and e-mail
- You need a login name and password in order to use the university network. You will receive this information upon the receipt of an employee identification card or at the HR Office.
- You are also assigned a university e-mail address in the form of “firstname.lastname@upol.cz”. Employees can access their mailbox through OWA.
- Only use the assigned university e-mail address for work-related online communication. Check your mail every day and send out responses as soon as possible.
- When working with e-mail or working on the Internet, follow the cyber security rules set down by Palacký University (found at wiki.upol.cz).
- Use the Palacký University style suite for both internal and external communication and help to positively represent the organisation of which you are now a part.
“Portál UP” or the UP Portal
- The Palacký University Portal contains a number of applications for administrative tasks at the university. In the ELF application (electronic forms) you will find various forms and applications. The Portal also has links to building plans, access to email, and the domestic and foreign travel orders. It is the repository for all documents, including valid Palacký University legislation, which can be found in the UPShare application. Last but not least, you can also use the Portal to place a meal order in the canteen (for instructions on how to order meals, see the Practical Advice section below).
- The password for accessing the Portal is the same as the password for the university network and e-mail. The password can be changed in the Portal. Your email password will also change automatically.
- To adjust the Portal settings, refer to the Help tab. There you will also find a link to the university wiki pages that contain a number of instructions for working with information technology at UP.
Helpdesk - solutions for technical problems
- The Helpdesk is also part of the Portal, which is used to report a malfunction (of e-mail, computer network, web, but also IT issues in your office). Requests sent via Helpdesk are preferred.
- For assistance with the university network, consult the network administrator of the faculty or the relevant workplace.
- If you have any problems within the Sinofon project e.g. you need to be accompanied to a doctor, to inspect the apartment, make an appointment to a hairdresser or if you need to arrange an officially trusted document or arrange other errands. Please contact SINOFON HELPDESK by e-mail: sinofon.helpdesk@upol.cz. In case of needed acommpany please do not hesitate to contact our intern Petra Nesvadbová via email: petranesva@centrum.cz.
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