Certificate of Conduct (CoC)

FAQ

• What is a Certificate of Conduct (CoC)?

  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 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 certificate of conduct, 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 a particular group of employees 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.

• How to apply for a CoC

  1. During the commencement of employment process, the manager will indicate that a CoC must be applied for. It goes without saying that this is only done if this is relevant to the position. See the risk matrix in this regard.
  2. The HR Service Desk initiates the digital application for the CoC at the screening authority Justis. This is done on the basis of the risk matrix. If the risk matrix does not indicate that a position requires a CoC, the necessity for a CoC will be substantiated by the manager and/or HR Advisor during the commencement of employment process.
  3. The candidate will receive an email from Justis giving an application code with which he/she can log in to verify the application data and to pay for the application (2023: €33.85). The candidate can claim the costs of the CoC application from VU Amsterdam. The manager will provide the candidate with information about this.
  4. The candidate will receive word from Justis within 1 to 4 weeks. If the candidate has no criminal record or there are no offences that are relevant to the position, the CoC will be issued and sent to the candidate by post.
  5. After receiving the CoC the candidate uploads it. This task is part of the commencement of employment process. The candidate bears responsibility for keeping the original document safe.

• Is it always possible to apply for a CoC?

  No, there must be a legitimate interest. If the manager wants to deviate from the policy, the manager and the HR Advisor must consult about this beforehand and give reasons.

• What happens if the need for a CoC is indicated during onboarding although it is not required in terms of policy?

  The HR Service Desk will contact the manager for a further explanation as to why the submission of a CoC is considered necessary.

• What happens if the manager wants to deviate from the risk areas given in the matrix when submitting the CoC application?

  This can be done, on condition that there is a need for it. If the manager wants additional or different risk areas to be included in the CoC, the manager will consult with the HR Advisor about this in advance. At the commencement of employment, this can be included in the comments field so that the HR Service Desk is aware of this fact.

• What happens if the HR Service Desk has insufficient information for making the CoC application?

  The HR Service Desk can only initiate the digital application for the CoC if it has all the relevant information. If anything is unclear or there are questions regarding this application, they will contact the manager.

  If the manager does not respond, or does not respond to a reminder in this regard, the HR Service Desk will inform the manager and the HR Advisor that the CoC application cannot be processed.

  Hereafter, the HR Service Desk will not undertake any further action. Ultimately, the responsibility lies with the manager.

• What happens if the employee does not apply for the CoC?

  The employee receives login details from Justis in order to complete the CoC application. The HR Service Desk follows the process. If the employee does not make the application, the HR Service Desk will send the employee up to two reminders.

  If, even after the second reminder, the employee does not complete the CoC application, the HR Service Desk will inform the manager and the relevant HR Advisor of this fact.

  Hereafter, it is up to the manager and the HR Advisor to take further steps. They will inform the employee about their decision as soon as possible.

  The HR Service Desk undertakes no further action and sets the task to ‘closed incomplete’ in the system. For positions that do require a CoC, the correspondence regarding the reminders and communication with the manager and the HR Advisor are filed in the personnel file.

• What happens if the employee is unable to submit a CoC?

  The employee will inform the manager of this fact. The manager will consult the HR Advisor regarding how this is to be dealt with. They will inform the employee about their decision as soon as possible.

• What happens if the employee does not submit a CoC, even after being sent reminders?

  If the employee does not submit the CoC and does not approach the manager in this regard, the HR Service Desk will send the employee a reminder requesting him/her to submit the CoC. If the employee does not respond to this, the HR Service Desk will inform the manager and the HR Advisor of this fact. They will inform the employee about their decision as soon as possible.

  The HR Service Desk undertakes no further action and sets the task to ‘closed incomplete’ in the system. For positions that do require a CoC, the correspondence regarding the reminders and communication with the manager and the HR Advisor are filed in the personnel file.

• May someone commence employment if he/she has not yet received the CoC?

  The preferred situation is for the candidate to submit a CoC (or other certificate of conduct) before the commencement of employment.

  If the employment contract commences and no valid CoC has been submitted, the contract may be terminated during the trial period.

  Even if the trial period has already expired, dismissal may be considered, in consultation with the employment lawyer.

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