Information for new employees

Digital Welcome to Aarhus University

All new employees are encouraged to watch Aarhus University's Digital Welcome presentation as soon as possible after starting their employment.

The presentation consists of a series of short videos introducing key information and tools that will support your daily work at Aarhus University.

You can read more about the presentation and access it here. 

We also recommend participating in the Employment at AU Intro Webinar.

Getting Started in Denmark

Getting Started in Denmark is an event held at the International Citizen Service (ICS). The event provides essential information for newly arrived international employees and offers the opportunity to complete several important registrations in one visit, including:

• EU residence certificate
• CPR number
• Tax card registration

The purpose of the event is to help international staff settle intro Denmark as smoothly as possible.

The event is intended for new employees who have just arrived in Denmark and have not yet obtained a CPR number. 

You can find all relevant information on the Getting Started in the Denmark webpage.

The event is typically held twice a month, on the first and third Friday of each month. We strongly encourage employees living in the Aarhus area to take advantage of this opportunity.

For questions, please contact the Talent Development and International Staff Office at internationalstaff@au.dk.

Learning Danish

Before arriving in Denmark you can begin learning Danish through the self-study language and culture program available via the A2B Pre-arrival Portal. Future international employees and accompanying partners can access the portal free of charge for one month.

Visit the A2B Pre-arrival portal

Set up your new laptop

When signing in to your new laptop for the first time, it is important that it is connected to the network using an internet cable.

Log in using your AUID (auXXXXXX) and your AU password.

After signing in, connect to the Eduroam wireless network using your AU email auXXXXXX@uni.au.dk and your password. 

Once connected, your laptop setup should up, and the internet cable can be disconnected.

Security reminder: If your office is located on the ground floor, your laptop must not be left on your desk outside working hours due to the risk of theft. 

AU e-mail

It’s important that you activate your AU email account. 

You will receive an email with the subject  “Welcome to mit.au.dk and your new mail account at AU”

Please follow the instructions provided to activate your accound and select your AU email address.

To access your AU email, you must set up two-factor authentication. Follow the Two-Factor Authentication Guide for instructions.

As an employee at MPE, you are expected to:

• Check and respond to your AU email regularly
• Keep your Outlook calendar updating.
• Follow the department's calendar policy

You can download an email signature template from the department’s staff portal.

Aarhus University, including MPE, operates an open calendar policy.

This means that colleagues should be able to view

• Meeting titles
• Locations

If a meeting contains confidential or private information, please mark is as Private when creating the appointment.

Your calendar sharing settings should be configured as:

Can view titles and locations.

If you need assistance configuring your calendar settings, please refer to the example shown below.

On your first working day, you will receive

• An access card
• A key
• A key receipt form

Please complete and return the key form to the secretariat.

You will also receive an email with the access card PIN code. If you forget your code or haven’t received it, you can generate a new code here.

Your access card is required for building access outside normal opening hours.

• Main entrance opening hours

  Monday–Friday, 07:30–16:00

• Outside opening hours

  Use your access card together with your personal four-digit PIN code

Please ensure that all entrance doors close immediately after entering the building. If a door starts begins beeping, close it promptly.

Important: Ground-floor windows must remain closed outside normal opening hours.

If you receive a mobile phone as part of your employment, you must choose one of the following options:

• If the phone will be used exclusively for work purposes, you must complete a solemn declaration.
• If the phone will be used for both work and personal purposes, you will be subject to multimedia taxation.

MPE encourages employees to

• Minimize roaming while travelling abroad
• Connect to wireless network whenever possible.
• Use Teams, Skype or other internet-based calling service for international calls.

Personal international calls must not be made using a work phone, regardless of taxation status.

Further information is available on the department's staff portal.

As an employee at the Department of Mechanical and Production Engineering, you are responsible for registering your holiday and absence in AU's digital HR system, mitHR.

The department uses standard holiday periods, meaning that your holiday will be registered according to the department's standard holiday periods. If you wish to change your holiday from the standard planning, you must update your vacation registration in mitHR. 

Please note that changes to your holidays must not conflict with teaching responsibilities or other work obligations. If a conflict exists, you must discuss your plan with your supervisor before making any changes.

Before going on vacation, you are expected to

• Inform your supervisor.
• Update your Outlook calendar.
• Set up an auto-reply out-of-office reply in Outlook.

You can find the department's guidelines for holiday and absence registration on the department's staff portal and find instructions for absence registration in mitHR here.

Here you can learn about the general holiday and absence rules at AU.

In addition to your earned holidays, Aarhus University provides a number of paid special leave day each year. You can find an overview of these days here.

If you are absent due to illness, please notify your immediate manager before 9:00 am.

Additionally:

• Register your absence in mitHR
• Inform relevant colleagues directly, especially if your absence affects shared tasks or meetings
• Update your Outlook calendar as soon as possible

The department has a staff portal (which is actually the page you are currently on), where you have access to various information about the department, including procedures, guidelines, and practical information. We recommend bookmarking the staff portal on your work computer and familiarizing yourself with its contents.

In addition to practical information, news and events are also posted on the department's staff portal, which we encourage you to keep an eye on regularly.

The Centre for Educational Development (CED) at Aarhus University offers inspiration for your teaching, as well as courses and professional development opportunities.

CED offers an introductory course for international teachers. This course will help you navigate the Danish higher education teaching context and gain a better understanding of the culture, rules, and regulations at Aarhus University. The course is completed in Brightspace at your own pace.  The target group is Student teachers, PhD students, part-time teaching staff, assistant professors, postdocs, and senior VIP.

You can read more and find available courses on the CED website 

By searching for your name on Aarhus University’s staff portal you will find your personal PURE profile. It is your responsibility to keep your profile up to date. 

All of the articles, reports, conference papers, etc. you write as well as the activities you participate in during your employment at Aarhus University must be registered in Aarhus University's PURE database.

Read more about registration of activities and publications in PURE here.

To have a photo on your profile, we also kindly request you to book an appointment with AU Photo, which handles personnel photography for PURE profiles and business cards. 

Information security
As an employee, you must follow the general framework for information security at Aarhus University. On AU's staff portal  you can find AU's information security policy and keep up-to-date on Aarhus University's policy and rules regarding information security.

Data protection (GDPR)
If you handle sensitive personal or confidential information in connection with your work, it is important that you comply with the legislation in this area. On the following page, you can find out more about the General Data Protection Regulation (GDPR) and what you need to do to make sure you protect personal data.

Protection of sensitive personal information and confidential data.

Aarhus University has a number of purchasing agreements with suppliers, which you as an employee must comply with. You find the purchasing agreements here.

You must also familiarise yourself with the department's procedure for operating expenses, which you can find information about here.

As a newly hired employee, it can be overwhelming to be presented with a multitude of abbreviations and acronyms that we use in our daily work. To help you familiarise yourself with the terminology, we have prepared a diagram of the abbreviations you may come across as an employee at the institute:

If you have forgotten your username or password, you can have it sent to you via email here.

If you have forgotten your password for your access card, you can generate a new one here.

If you have forgotten your AU-ID, you can find it in the bottom right corner of your access card.