AARHUS UNIVERSITY

Spring semester 2014

GETTING STARTED IN DENMARK Orientation and registration International Academic Staff Services (IAS) AU, International Centre

Getting

started

AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Welcome to International Centre! Dale T Mortensen-building

Dale T. Mortensen (1939 – 2014) Nobel Prize in economics, 2010

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

International Academic Staff services › 6 employees, 3 student assistants › Central service for all international academic staff and guests at AU › Non academic, non-contractual issues

› Legal issues (residence permits, work permits etc.) › Relocation issues › Registration upon arrival › Settling down – also with family › Going abroad on research stay › Social and cultural programmes and events

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

www.ias.au.dk Practical information, tax, housing, living in Denmark etc.

Facebook › International PhD Students and Staff at AU › PhD House Activity Group at Aarhus University › Aarhus University

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

International Centre International Students and Staff Service (Help desk, general enquiries): Monday – Friday 10h00-14h00

Address: Høegh–Guldbergs Gade 4 Building 1650, 8000 Aarhus C E-mail: [email protected] Phone: (+45) 8715 0220 To make an appointment: [email protected]

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Part B

Part A

Agenda for this morning › 9:00-9:15: › 9:15-10:15:

Sign-Up at the International Centre ”Welcome and Orientation” What you need to know as newly arrived international AU-employee

› 10:15-10:30:

Transportation to the International Citizen Service

› 10:30-11:00:

”Welcome to Denmark” by Ms Louise Bach-Nielsen What you need to know as newly arrived international AU-employee

› 11:00-(12:00)

Registration at public authorities

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Introduction Day at AU › Introduce all new employees to AU › 7 April from 9am to 2pm in Aarhus › 7 June from 9am to 2pm in Aarhus › › › › ›

Meet the senior management team at AU Receive a guided tour around the University Park University's overall strategies and values Rules and guidelines for employees at AU Opportunity of creating your network of colleagues

Further information and sign-up: www.medarbejdere.au.dk/newemployee

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Welcome Package Notice: ›Extra info-sheets ›Free ticket to Aarhus Museum of modern Art, AROS!

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AARHUS UNIVERSITY

Survival kit!

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

International employee at AU

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Find your way around campus › Maps in your Welcome Package › Online interactive map › App: ”AU Find”

www.au.dk/en/about/organisation/find-au/buildingmap/

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

The need to know stuff!

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Non-EU/EEA citizen: Residence cards with biometric features ›Re-entry permit is necessary if you leave Denmark before you receive the residence card

›Extension: Remember to apply for an extension, before your permit expires ›New position at AU? It might require a new permit Please contact your HR-partner or us See: www.ias.au.dk/permits

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Public health care insurance Resident in Denmark for less than 3 months: › Non-EU/EEA citizen: No coverage Take out private insurance › EU/EEA citizen: Covered if you have a European Health Insurance Card (EHIC) › Order EHIC: Contact Citizen service in your home country Resident in Denmark for more than 3 months: › Non-EU/EEA citizen: Covered (upon registration at public authorities) › EU/EEA citizen: Covered (upon registration at public authorities) › Travelling in Europe (EU/EEA): Get a European Health Insurance Card. Contact Citizen service (or ICS) in your Danish municipality to order a EHIC

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Coverage by AU insurances while working at AU? AU Employee: AU covers you in case you sustain an injury on the job Guest at AU: Not necessarily covered in case of injury at AU. You should take out a private third-part/liability insurance (full time) and private full time accident insurance Insurance covering travel on official business › You are covered against acute illness while working abroad for AU (Notice: You are not covered during holidays!) › Ask for the AU Travel Insurance Card – send an e-mail to [email protected] See www.ias.au.dk/insurance 14

AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

How do I get around Aarhus and DK? Be like a Dane – get a bike : › Buy at a large supermarket (Føtex, Brugsen or Bilka), app. DKK 1500-3000 (cheap) Public transport by bus: an easy and convenient way to get around › See www.Midtrafik.dk for routes and fares in Aarhus › Buy a 10-trip bus pass (klippekort) – DKK 140 › Use the www.JourneyPlanner.dk to find the easiest way to get from one point to the other › See www.Abildskou.dk for cheap bus options to Copenhagen Public transport by train: more expensive than the bus but more convenient › See www.dsb.dk or the Journey Planner

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Danish Courses › International staff members and their spouses are offered free Danish courses at beginners and advanced levels. Courses on campus Aarhus:

› Full semester courses 2 x 2 lectures pr. week, takes place in the late afternoon or early evening. › Course open now – if interested, e-mail to [email protected] › Intensive course: 2 weeks, Monday to Friday from 8:30-12:30. Date: 2 – 13 June. See : www.ias.au.dk/danishcourses or www.laerdansk.dk/en/general Contact: [email protected]

Note: You need to apply for a referral

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Newcomers guide to AU

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Taxation See: www.ias.au.dk/taxation If you have questions regarding your taxation, please contact: › Special researcher tax scheme: Your HR-partner www.medarbejdere.au.dk/en/administration/hr/aboutauhr/contact

› Tax info: The Danish tax authority SKAT Phone number: 72 22 18 18. Web: www.skat.dk

› Tax advice: PWC www.ias.au.dk/taxation/tax-assistance

› Tax seminar: UIC tax seminar twice a year March and November www.ias.au.dk/uic

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Salary & Payslip If you have questions regarding your salary, please contact: › PhD-students: Pay roll office › Researchers: Your HR-partner Contact information: http://medarbejdere.au.dk/en/administration/hr/payroll/

› Pay slip only available via e-Boks! › See the guide to “Understanding your payslip”

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Where can I go with my questions? PhD

Researcher

Guest

Graduate School

AU HR

-

Holiday

Department

Department

-

Pay slip

Pay roll office

AU HR

See grants provided

-

HR

-

Tax info

SKAT

SKAT

SKAT

Tax advice

PWC

PWC

PWC

Graduate School

AU HR

IAS

IAS

IAS

IAS

Contract, salary, pension, leave

Researcher tax

Work permit Non-academic issues: School, spouse, family, social life etc. Travel insurance

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AU Accounts Office

AU Accounts Office

AU Accounts Office

AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Where to find my AU contacts? › HR Partners: www.medarbejdere.au.dk/en/administration/hr/aboutauhr/contac › Graduate schools www.phd.au.dk/gradschools/

› Pay roll office: www.medarbejdere.au.dk/en/administration/hr/payroll/ › AU Accounts Office www.medarbejdere.au.dk/en/administration/au-finance-and-planning/aufinance/central-finance-function/accounts/medarbejdere-i-regnskab/travel/ 21

AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

HR Department › › › › › › ›

Contractual issues Leave, parental leave Pay roll Policies Working environment Working hours Etc.

NOTICE: The HR department is divided in 4 units, one at each Main academic area (ST, HE, BSS, AR)

See: medarbejdere.au.dk/en/administration/hr 22

AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Nice to know

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Looking for long term accommodation? › www.au.dk/housingsite: Here you can find or post advertisements for free if you are seeking accommodation › www.boligportal.dk: This is Denmark's largest housing portal. Site in English, but most adds are in Danish. › Networking: This is often the best opportunity! › Introduction to housing in Aarhus: www.au.dk/en/internationalcentre/international-housing-office/aias_fellows/introduction24

AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Working hours › 37 hours a week = full time position › Usually you are not entitled to overtime pay › Normally half an hour paid lunch break is included in the 37 weekly working hours › 5 weeks of paid holiday, except from first year of employment where your holidays are unipaid › Sickness: Normally full pay during sickness › Sickness of children: Paid leave for the first two days of sickness of a child

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Paid Holidays 2014 These days are paid holidays regardless of how long you have been employed: › January 1 New Year’s Day › 17 -18 April Maundy Thursday and Good Friday › 20-21 April Easter Sunday and Easter Monday › May 1* Labour Day › 16 May ”Store Bededag” (Danish Rogation Day) › 29 May Ascension Day › 8-9 June Whitsunday and Whit Monday (Pentecost or Pinse) › June 5 Constitution Day › December 24-25 Christmas Eve and Christmas Day › December 26 Boxing Day › 31 December New Year’s Eve

* Employees can take 1 May off by agreement with their immediate superior if, in their superior’s opinion, the work situation permits

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

AU Courses Internal courses for employees Online programme: www.medarbejdere.au.dk/training

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

PhD Career counselling The Phd career service offers: › Individual talks on: › Career paths, competence profiles, career strategy › Information on career opportunities outside of the university › CV/Cover letter › Job profile tests › Interview simulations

Spring semester 2014

PhD Career counselor Ms Vibeke Broe AU Career PhD Frederik Nielsens vej 5, 1445,227 [email protected] / (+45) 2942 6029 www.phd.au.dk/career

› Workshops/seminars on LinkedIn, Networking, Company presentations, CV & Cover letter writing etc.…. › Mentor programme for PhD Students

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Networking, Socializing, International clubs and associations

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Exercisecentre at Aarhus University

Offers: Pilates and stretch Circle training/pulse and strength Stram op (’Tighten up’) Body toning www.motion.au.dk/en

Step Spinning Yoga / Ashtanga and Iyengar Hockey/floorball

Become a member: • Print out the Registration Form • Fill it out and • Send it to [email protected]. 30 dk

AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

University International Club › Meetings every week, all year around › Both employees at AU and their spouses are welcome › Some of the meetings are HR related, others are cultural events or excursions › International Playgroup for children and parents › UIC Dinner Club open for all, no sign up! › Language training with language partner › More information: www.ias.au.dk/uic › See the current program in the Welcome Package

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

International PlayGroupe (usaually 10h30-12h00) › March 21 › April 4 + 25 Venue: The Main Library (Hovedbiblioteket), Møllegade 1, 8000 Aarhus C

UIC Dinner Club (usually 17h30-19h30) › For next Dinner Club event, see www.au.dk/uic or e-mail to [email protected] Venue: AU Math Canteen, Ny Munkegade, Building 1536, 8000 Aarhus C. 32

AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

PhD House Activity Group The group organizes events of interest to PhDs and postdocs at Aarhus University: › Games Afternoon Saturday 22 March, 13:00-17:00 › Lethal Leadership Tuesday 8 April 15:00 - 17:00 Registration is necessary: https://auws.au.dk/LethalLeadership Deadline for registration is 6 April.

Web: www.phd.au.dk/phdhouse/phd-house-activity-group/ Facebook: PhD House Activity Group at Aarhus University

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AARHUS UNIVERSITY

Dale’s Cafe › Monday – Wednesday: › Thursday – Friday: › Saturday :

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

09:00 - 17:00 09:00 - 23:00 10:00 - 15:00

› International magazines, books etc. › Sandwiches, coffee, tea etc. › Selection of international beers

Note! Discount for PhD-students!

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Transport to International Citizen Service (ICS)

Spring semester 2014

We will not take you back to AU, but we will provide you with a map. ICS can call a taxi for you (at your own expenses). Walking distance from ICS to IC is approx. 1.5 km

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AARHUS UNIVERSITY

International Academic Staff Services (IAS) AU, International Centre

Spring semester 2014

Thank you for your attention! Ms Anne P. Langer, International Coordinator, [email protected] Mr Michael Winther, Head of IAS, [email protected]

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