Are you a member of the academic staff? Or a member of the non-academic staff at a faculty and in salary scale 11 or above? Then you may choose to reach an annual agreement with your manager.
Please note: The Regulations on Annual Agreements will expire on 1 January 2024 and we will switch entirely to function-based contracts in accordance with the Collective Labour Agreement for Dutch Universities (CAO NU). The Regulations on Annual Agreements will apply until then. Staff who have annual agreements will be informed.
Request an annual agreement
Request an annual agreement via Service Portal, under 'Mijn personeelsmutaties,' 'Rooster(uren) wijzigen'. For instruction please read this Knowledge Item which you can find in the Helpdesk portal.
The annual agreement is an agreement that you reach with your manager about which results you must achieve, which tasks you must perform and your availability. You are then free to organise your own time.
When reaching an annual agreement, the hours to be worked on an annual basis are taken into account; holiday hours have already been deducted (152 statutory and 80 non-statutory holiday hours in case of a full-time employment contract). Your holiday hours are not registered and your holiday credit is automatically zero at the end of the calendar year. This also applies if you leave your employment in the course of the calendar year. It also means that you may not sell holiday hours through the Individual Choices Model.
The annual agreement is not a default agreement. You may make such an agreement, but you are not obligated to do so.
Organizing your own time and holidays
It is important to take time off. Since you are free to organize your own time with an annual agreement, it is important to make sure that you take time off work regularly and also real vacation time, i.e. two or more weeks consecutively. Dutch labor law requires an employer to allow for at least four weeks of paid time off for every employee. Make sure that the work you agree to do leaves you time to take time off. Leiden University explicitly encourages you to do so.
Saving for long-term vacation
You may also choose to make an annual agreement in combination with the long-term savings options. The long-term savings option enables you to save holiday hours by working extra hours, with a maximum of 72 hours annually, for long-term vacation such as a sabbatical.
Below you will find an overview of the number of hours to be worked for a full-time contract (38 hours per week):
|Year||Number of hours to work|
Annual agreement and unforeseen circumstances, including long-term illness and/or pregnancy
Should you encounter unforeseen circumstances, including long-term illness and/or pregnancy, you will need to reassess your annual agreement and the results you agreed upon achieving with your manager. Should you decide to continue, the expected results will be adjusted if necessary. Reassessing your annual agreement with your manager may also result in your decision to terminate the annual agreement.
Starting with an annual appointment - open holiday hours
When you start with an annual agreement and you have open holiday hours in Self Service that have not yet been taken, agreements must be made about the open holiday hours. The agreement could be to first take the outstanding holiday leave before the annual agreement starts. Alternatively, the outstanding leave hours can be incorporated into the annual agreement. These leave hours are then deducted from the number of hours to be worked. Which agreement is made will also depend on the number of outstanding holiday hours.
Discontinuing the annual agreement
If you have made an annual agreement and you wish to terminate the agreement, it is possible to do so. In that case, you will need to make arrangements with your manager about the termination of the annual agreement.