CONTRACT FOR A TRAINEESHIP AND/OR RESEARCH ABROAD
Version of November 2014
-Data organization/company
Name: ………………………………………………………………………………......
Address: …………….…………………………………………………………………………………….
Company Number: ...…………………………………………………………………………………….
Represented by: ………………………………………………………………......
Title representative:……………………………………………………………………………………..
Hereafter referred to as “the organization”.
-Data educational institution
KU Leuven, Faculty of Engineering Science……………………………………………………..
Address: Oude Markt 13, 3000 Leuven, Belgium
Company Number: 0419.052.173
Represented by: Karl Meerbergen………………………………………………………………… Title representative: …Professor………………………………………………………………..
Hereafter referred to as “KU Leuven”.
-Data student
Name: ………………………………………………………………………………………………….....
Official address: ………………………………………………………………………………………….
Social Security Number: ………………………………………………………………………………..
Student Number: ………………………………………………………………………………………...
Faculty and study program: …………......
Hereafter referred to as “the student”.
The student, KU Leuven and the organization agree as follows:
1.Aim and duration of the contract
The organization accepts that the student fulfills (delete as appropriate[1]) a traineeship / research in the framework of the bachelor’s thesis/ research in the framework of the master’s thesis/ research in the framework of project work for a period of …………………………………………………. commencing on ………………………………… and ending on …………………………………………..[2]
The student accomplishes the traineeship/research as a student of KU Leuven and can under no circumstances be considered as an employee working for the organization.
2. Assignments
The traineeship/research forms an integral part of the study program of the student and must support the training and education of the student. The responsibilities of the student must comply with the level of education of the student.
The student will participate in various activities and assignments within the organization, including:
……………………………………………………………………………………………………….……………………………………………………………………………………………..………………….………………………………………………………………………………….…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
Subject of the traineeship/research (if applicable and if known):
………………………………………………………………………………………………….…………………………………………………………………………………………………...
Expected result of the traineeship/research:
……………………………………………………………………………………………………………………………………………………………………………………………………
3. Remuneration
The traineeship/research is unsalaried. Only costs incurred in the course of the execution of this contract may, in agreement with the organization, be reimbursed by the organization on submission of invoices.
4. Designation of supervisors
KU Leuven designates as supervisor and contact person:
Name Karl Meerbergen……………………………………………………………………
Telephone.…+32 16 32 79 59…………..,…………………………………………
Email .………………………………………………
The organization designates as supervisor and contact person:
Name.……………………………………………………………………………………………
Telephone.…………………………………………..,…………………………………………
Email .…………………………………………………………………………………………...
To ensure a correct and smooth progress of the traineeship/research, the supervisors will monitor the evolution of the traineeship/research and they will contact each other when necessary.
5. Specific obligations of the organization
The organization will provide an appropriate welcome and supervision.
The organization will give the student ample information with regard to the internal regulations and will give, in case of a traineeship, a copy of the working regulations to the student.
If, during the execution of this contract, the student processes personal data of the organization, the organization is responsible for compliance with all relevant legislation.
6.Specific obligations of the student
The student agrees to comply with the internal regulations, the safety measures and the guidelines of the organization.
The student will observe the rules of deontology of the profession for which he/she is being trained.
The student ensures confidentiality of the data of personnel and clients of the organization.
The student must be present in the organization at the time as agreed with the organization.
In the case of absence, the student shall immediately inform the supervisors of both the organization and KU Leuven and shall state the reasons for the absence.
The student shall take due care of all the items and materials which are entrusted or disposed to him/her by the organization.
7.Confidentiality
The student shall not disclose confidential information[3] of the organization to third parties[4], without the prior written consent of the organization. The organization shall designate the information as confidential at the time of disclosure to the student. Confidential information may only be used by the student for and during the execution of this contract. The organization retains ownership of its confidential information. Upon termination of this contract, the student shall promptly return all confidential information to the organization. These obligations of confidentiality will continue for three years from the date of the termination of the contract. If the student worked with confidential information of the organization, he/she shall submit to the organization any publication on the results obtained during the execution of this contract. The organization has ten working days to comment on the publication with a view to the removal of confidential information. If no comments are formulated within this period of time, the publication shall be deemed to be approved.
8.Obligations with regard to safety and health
The student shall submit to the organization the HSE[5]-file, which gives an overview of the risks and the HSE follow-up related to his/her study program at KU Leuven. This HSE-file forms an integral part of this contract.
The organization shall perform a risk assessment of the workplace. If the risk assessment shows that there are additional HSE-risks during the traineeship/research, the organization shall inform KU Leuven, by indicating these risks on the HSE-file. The organization shall also state which measures will be taken for these additional risks. If these risks give rise to health surveillance, this will be done by KU Leuven, unless specified otherwise on the HSE-file.
If the organization fails to undersign or return the HSE-file, KU Leuven may assume that there are no additional HSE-risks for the student.
If medical follow-up is required, the student must be in possession of a Health Assessment Form at the start of the traineeship/research. In the absence of this form, the student cannot start the traineeship/research.
9.Insurance
During the execution of this agreement, the student remains insured by KU Leuven as follows:
-for personal accident and injury coverage both on the workplace and to and from the workplace, either through the student accident insurance (policy number 45.290.006 ETHIAS) or the work accident insurance (policy number 010.720.159.671 AXA BELGIUM);
-for civil liability coverage through the liability coverage insurance (policy number 99.053.700 AMLIN EUROPE)
Should an accident or damage occur, the student shall without delay inform the Insurance Office of KU Leuven (
10.Termination and dispute settlement
The Parties agree to discuss with each other all problems with regard to the agreed commitments, the progress, the early termination or the evaluation of the traineeship/research. If the organization or the student fails to meet his/her obligations, the other Party will inform the supervisor of the KU Leuven.
The Parties may not terminate the traineeship/research without prior consultation with the other Parties.
The contract may, amongst others, be terminated in the following cases:
-by the organization:
•if the student fails to meet his/her obligations in article 6 or 7 of this contract,
•in the event of misconduct by the student.
-by KU Leuven:
•in the event of unavailability of the student,
•if the student’s physical and/or psychological integrity is at risk,
•in the event of a mismatch between the demands of the organization and the objectives of the study program of the student,
•if the traineeship/research proves inefficient or not useful
•.
Any dispute relating to this contract shall fall under the exclusive competence of the courts of Leuven.
Drawn up in Leuven on …………………………….. in three original copies, of which each party acknowledges having received a copy.
the organizationKU Leuventhe student
[1] The choice which is made here applies to the whole of this contract.
[2] The traineeship/research will end automatically when the student is no longer a student at the KU Leuven.
[3] Confidential information is any information and data which is clearly designated as confidential by the organization at the time of disclosure to the student, with the exception of information which (a) is already publicly available; (b) was already known to the student prior to disclosure by the organization; (c) has become known to the student via disclosure by a third party without obligation of confidentiality; (d) is independently developed by the student, without derivative of the confidential information of the organization; (e) the student has to disclose because of a legal obligation or a judicial decision, on the condition that the student notifies the organization of this legal obligation or judicial decision.
[4] With the exception of the disclosure to the supervisor of the KU Leuven, when this disclosure is needed with a view to an adequate supervision. The supervisor in turn shall have an obligation of confidentiality.
[5] HSE = Health, Safety, Environment.