Work authorisation and administrative support

We invite students interested in combining work and studies to carefully read the following, which provides them important information to begin their career journey.

WORK AUTHORISATION INFORMATION

 

Check out our wonderful visual to help you understand when to ask for a work authorisation and the process itself!

A work authorisation is mandatory for non-Swiss nationals residing in Switzerland with a B Permit, classified as formation, and whom have already received an employment offer in Switzerland. Here are the important information to know about the work authorisation:

  • Students should send a work authorisation request to the OCPM before the start of their job/internship.
  • A work authorisation is valid for one employer, should you receive an offer from a different employer in the future, you would have to request another work authorisation.
  • If your contract with an employer gets extended, you do not have to ask for another work authorisation as long as your student B permit is valid until the end of your contract.

In addition, non-Swiss students are subject to the following work restrictions :

  • Employment activity cannot exceed 37.5%, which is equivalent to 15 hours per week during the academic semester and 40 hours per week during the official holiday (winter and summer break). See the academic calendar to know the dates of each period.
  • An exception can be made for students to work full time during the academic semester if they are getting ECTS for their internship (and we recommend to do so ideally in their 4th semester where they have less classes). Students can get an internship validated for credits once during their studies. Contact your department for more information.
  • Non-EU/EFTA nationals are not allowed to start a work activity for 6 months upon their arrival date in Geneva unless they are getting ECTS for their internship. EU/EFTA nationals can start immediately upon their arrival in Geneva.

PhD students can work 20 hours per week if the work is directly related to the thesis. The position must also be in the Institute (teaching assistants and research assistants). If these conditions are not met, students are only allowed to work up to 15 hours per week.
For more information about teaching and research assistants, please visit the Assistant Association (ADA).

REQUEST A Work authorisation

 

If you need any assistance for your work authorisation request, please reach out to the Career Services by providing us with the following information:

  • Employer's name

  • Start and end date of the internship

  • Number of working hours per week

  • Your arrival date in Switzerland

  • Whether you will validate this internship as ECTS

A work authorisation is mandatory to start an activity, whether paid or not. Once you have found an employer, you must gather and complete the following documents:

  • E form

    • Select "activité accessoire" for internships/jobs up to 15h per week

    • Select "stage dans le cadre des études" for internships validated as ECTS (important: make sure you include the ECTS validation attestation in your OCPM request)

    • Ask your employer to sign the form

  • Copy of your passport

  • Copy of your current B permit

  • An OCPM attestation from the Career Services confirming the internship/employment is compatible with your studies (please contact us at career@graduateinstitute.ch providing the information requested above)

  • Proof of payment of fee* (CHF 65 for European citizens and  CHF 95 for non-European citizens) to the following bank account:

BankingdetailsOCPM.PNG

 

 

 

Send your request before the start of the work activity to the OCPM per post or in person.

You can send or drop your work authorisation application at:

Office cantonal de la population et des migrations (OCPM)
Service des étrangers
Route de Chancy 88
Case Postale 2652
1211 Genève 2

*Some employers do support students with the fee payment related to the work authorisation. Make sure you clarify this with your employer.

Tripartite AGREEMENT

 

If you need a tripartite agreement or internship agreement (convention de stage) for your future employment, send your request to career@graduateinstitute.ch with the following information:

  • Employer's name

  • Start and end date of the internship

  • Number of working hours per week

  • Your arrival date in Switzerland

  • Whether you will validate this internship as ECTS

Please specify in the email subject line "Your name - internship agreement".

Important information: for legal reasons, we cannot provide an internship agreement for an internship that goes beyond your graduation date.

EARNING CREDITS FOR INTERNSHIPS

 

Students in the Interdisciplinary or Disciplinary Masters Programmes can earn 3 ECTS credits if they intern during their studies. An internship can be validated once during their studies. Please be so kind as to fill in this internship proposal form and send it to your master's programme team by email 15 days before the start of your internship:

Interdisciplinary Masters: mint@graduateinstitute.ch

Disciplinary Masters: madis@graduateinstitute.ch

Although students can do multiple internships during their studies, it is only possible to receive ECTS credits for one internship.

In addition, you are legally allowed to work full-time when you earn credits for an internship.

Residence permit extension (L permit)
 

After graduation, you can extend your student residence permit for a period of six months according to the Neirynck law, in order to find a job in line with your degree. This period is non renewable and the work permit thereafter cannot be guaranteed.

During this six-month period, you will receive a permit L however you can only work for a maximum of 15 hours per week. These six months should give you time to find a job in line with your degree, but do not replace a work permit. To work beyond the 15-hour limit, your potential employer will need to request a working B permit. Please keep in mind that this request may be denied by the Swiss authorities depending on a variety of factors.

To extend your student residence permit, you must provide the following documents 3-4 weeks before your student residence permit expires:

  • Form K if you already have a job when making a request OR fill in a Form E if you do not have a job

    • Select "renouvellement/prolongation"

  • Copy of your passport

  • Copy of your current permit B

  • Copy of official transcripts

  • Your CV

  • A letter from the Career Services confirming you graduated from the Institute and requesting your student permit extension (send an email to career@graduateinstitute.ch with "student permit extension letter" in the subject line)

  • Proof of financial means (there is no minimum required, but you should have enough in your account to cover the period)

  • Proof of residence (housing contract or letter from landlord)

  • Proof of payment of fee (CHF 65 for European citizens and CHF 102 for non-European citizens)

Important information: if you already have an employer for a job for maximum 15 hours a week, you will need a work authorisation. You should add the following documents to your student permit extension request:

  • Ask your employer to sign Form K (you can use the same form for both permit extension and work authorisation request)

  • Work contract

  • Letter signed by yourself explaining that you are applying for a permit extension in line with the Neirynck Law and that you are requesting the "autorisation pour l'exercice d'une activité accessoire" of 15 hours per week during this period

The student permit extension request should be sent by post to the OCPM:
Office cantonal de la population et des migrations (OCPM)
Service des étrangers
Case Postale 2652
1211 Genève 2

*OCPM banking details are available at the bottom of the K form. You can make your payment via ebanking or by payment slip. Please indicate your name, first name, date of birth and the reason for your request.

Young professionals "interns" (jeunes professionnels "stagiaires")
 

For students coming from these following countries, you have the possibility after graduation to get a working permit that allows for you to work full time and for 18 months in Switzerland once you receive an internship offer:

Argentina, Australia, Canada, Chile, Indonesia, Japan, Monaco, New Zealand, Philippines, Russia, South Africa, Tunisia and Ukraine.

See below the criteria to be eligible:

  • You are a citizen of a partner country (see above);
  • You are between 18 and 35 years old (Australia: between 20 and 30 years old, New Zealand and Russia: between 18 and 30 years old);
  • You have completed a university degree
  • The internship can only be completed in the field in line with their previous studies
  • Access is possible for any type of profession
  • The remuneration must be in accordance with the standards in use in the locality and the branch, as for a person at the beginning of their career. If there is a convention collective de travail (CCT), their remuneration will be in accordance with the provisions of the CCT; otherwise, the cantonal salary guidelines and the recommendations of the industry associations apply
  • The permit is issued for a maximum period of 18 months (multiple stays are permitted, provided that the total duration of the stays does not exceed 18 months)
  • Self-employment and part-time work are not permitted

If you wish to learn more, please check out this website.

 

Information on Visa and residence permit

 

 

Business Cards

 

PhD and master students, as well as exchange students and students enrolled in Executive Education programmes, can order business cards at the price of CHF 50 per 100 cards.  Please use the following procedure:

  • Complete the order form electronically in English or French (the business cards will be issued in the selected language). Ensure that your information is filled out correctly.

  • Pay the CHF 50 fee to the cashier at our accounting department (P1 - 421) and get the stamp on your order form.

  • Send the completed form and the proof of payment by email to: career@graduateinstitute.ch.

Only titles pertaining to the Graduate Institute and validated by Career Services will be accepted. Academic enrollment years can be cited on the card. Please keep in mind that your order may take some time to process (several weeks, sometimes months if you order close to the summer) as orders go out once Reception receives 10 business card orders.

Example:

John Doe
Master in International Affairs, 2014-201