Organisation

Department of Mechanical and Production Engineering

Katrinebjergvej 89 G-F
8200 Aarhus N

Phone: +45 8715 0000
E-mail: mpe@au.dk

CVR/VAT number: 31 11 91 03
P number:
EAN number: 5798000433861
Place number: 6341

Organisation Chart


Deputy Head of Department for Education

The deputy head of department for education (dHoDe) supports the Head of Department (HoD) in department tasks related to education. The dHoDe has the overall responsibility for the department's educational activities with support from the heads of degree programme (UAs), and the secretariat.

The deputy head of department for education reports to the head of department and is part of the department’s management team.

Below is an overview of the most important tasks performed by the deputy head of department for education at MPE:

Education and teaching planning and quality

  • Planning of each semester’s teaching by
    • drafting a suggestion of how to match teaching needs and skills from each section and having that suggestion approved by the relevant HoS.
    • providing an overview of the teacher’s and researcher’s teaching contribution/load.
  • Responsible for for quality assurance of the teaching and educational programmes
  • Responsible for developing the physical framework for academic activities
  • Responsible for developing the study environment
  • Responsible for initiating activities to ensure high student retention
  • Conduct and follow up on evaluations from students
  • Sign NDAs for student projects

Strategy, organization and cooperation

  • Manage and coordinate work on the educational parts of the department’s strategy and ensure the operation and implementation of new educational initiatives
  • Implement faculty management decisions within the educational area
  • Provide input for/support the heads of section in ensuring the ongoing development of the pedagogical competencies of the teaching staff

Participate in activities at the faculty level

Involved in tasks related to the study activities with which the department contributes at other departments and faculties

Recruitment

  • Hiring of teaching staff, ie. drafting the job postings, involving relevant people in the process (HoS, DHoDr), completing the HR template before passing it on to the secretariat, and forming part of the hiring committee. This in collaboration with relevant HoSs.
  • Responsible for the hiring of student assistants and student teachers and approval of their monthly timesheets

Meetings and committees

  • Informing the department on the department meetings of relevant educational related news by keeping track of developments in the sections, programmes and study lines
  • Chairing the department’s Degree Programme Council (Uddannelsesudvalg)
  • Chairing the department’s Employer Panel (Aftagerpanel)
  • Represent the head of department in education related occasions, in cases where the head of department is absent

Economy

  • Responsible for economy and budget for the degree programmes, ie. approving expenses and invoices related to teaching and education.

Deputy Head of Department for Research

The deputy head of department for research (dHoDr) supports the Head of Department (HoD) in department tasks related to research. The dHoDr is responsible for the development and implementation of the department's research strategy in close dialogue with the HoD, deputy head of department for innovation and entrepreneurship and the section heads (HoS).

dHoDr, in close collaboration with the department's management team, has the overall responsibility for talent development at MPE, including the responsibility for ensuring close coordination and development of the area in collaboration with the faculty's graduate school, and the MPE PhD committee.

The dHoDr reports to the head of department and is part of the department's management team.

Below is an overview of the most important tasks performed by the deputy head of department for research at MPE:

Research support and research data management

  • Responsible for ensuring researchers and HoS get internal and external sparring in connection with research applications, external funding etc.
  • Responsible for activities related to responsible research practice and research integrity
  • Responsible for the department’s use of ReAp data for historic success with applications and benchmarking with other engineering departments.
  • Aid researchers with data on previous successful applications

Strategy, organization, and cooperation

  • Development and follow-up on department strategy initiatives for research
  • Implement faculty management decisions within the research area
  • Answer requests for recommendations and appointments to various research related awards, involving the Research Committee when relevant
  • Develop and implement Tenure Track-model and hold meetings for alignment of expectations of all new Tenure Track assistant professors

Recruitment

  • Responsible for drafting the department’s recruitment plan, ie. planning the recruitment of key persons, such as associate and full professors, and suggest new hirings to HoD. This in collaboration with HoSs, dHoDe, and HoD.
  • Responsible for hiring of research staff, ie. drafting the job postings, involving relevant people in the process (HoS, DHoDe), completing the HR template before passing it on to the secretariat, determining and forming part of the hiring committee. This in collaboration with relevant HoSs. (Note: for research positions the HoD participates in the hiring committees alongside dHoDr).

Meetings and committees

  • Informing the department on the department meetings of relevant research related news by keeping track of developments in the sections, ie. funding successes, new development etc.
  • Chairman of the MPE Research Committee
  • Participate in and implement decisions from Tech’s Research Committee
  • Stand-in for the HoD in meetings when the HoD is absent, and research is on the agenda

Economy

  • Approve budgets for research applications when HoS cannot approve due to own involvement.
  • Collect information from HoSs regarding budget, external grant expectations, etc. for use in the management’s budget process and other reporting to the faculty

Section Head

The department is divided into several sections; each section represents a major engineering field within the department of MPE. The sections are formed in size and subject to address global challenges and compete for global talents and students.

The sections contain and develop the necessary competencies to support research, education, innovation, and entrepreneurship within their field.

A section drives and executes the research activities, innovation and development projects. The responsibility of executing the degree programmes lies with the deputy head of department for education with assistance from the programme responsible (UAs) and in collaboration with the heads of sections. It is the responsibility of the heads of sections to maintain and develop the technical knowledge and resources to enable the execution of the degree programmes. The head of section is also responsible to balance each staff member’s workload.

Below is an overview of the most important tasks performed by the heads of sections at MPE:

Staff Management

  • Securing the well-being and motivation of all staff
  • Inspire and work for a good work environment in the section, where different disciplines are respected and involved for the benefit of the individual employee, the section, and the department
  • Contribute to a good work environment between colleagues with a combination of professional and social activities
  • ​Carry out MUS with all employees in the section every year (personally or via delegation)
  • Securing that the career development of section members is properly addressed
  • Lead the mentorship and onboarding of new talents into the section. This could be either by directly participating in the mentoring process or by delegating to relevant and experienced members of the section. Support can also be received from the dHoDr or the Research Committee to further develop new hires and young faculty members

Staff allocation

  • Final approval of the allocation of staff resources to teaching suggested by the Deputy head of department for education (dHoDe) and the heads of degree programme (UAs).
  • Support the department by identifying key section members able to perform committee work
  • Allocating staff resources to other duties in collaboration with HoD or deputy HoDs​

Strategy, organization and cooperation

  • Contribute to a high level of information, openness and timely communication in the section, e.g. through section meetings and updating external websites in collaboration with Communication
  • Lead the implementation in the sections of a new common MPE culture
  • Lead cross sectional cooperation
  • Ensure that the section is developing research and education according to the department strategy​ and drive the strategy initiatives assigned to the HoS

Recruitment

  • Supporting the Deputy Heads of Department for Research and Education regarding recruitment, ie. suggesting new hirings, contributing to job posting descriptions, participating in the hiring committee.
  • Onboarding of new staff by introducing them to relevant fora and people and ordering IT-equipment when new staff is paid for by a project.

Meetings and committees

  • Participating in – and contributing to the agendas for – department meetings, theme meetings, educational meetings and other fora of relevance to the department
  • Representing the section externally when needed​

Economy

  • Approving purchases for research equipment, personnel costs etc. as specified in the budget guideline.
  • Approve budgets for research applications with +25 % overhead

Head of Secretariat

The head of secretariat manages the department secretariat by planning and distributing work tasks that ensure professional and efficient secretarial service of the department’s staff/students/professional activities and ensures good internal and external communication.

The head of secretariat assists and reports to the head of department and is part of the department’s management team.

The head of secretariat represents the secretariat and the department in relevant fora by ensuring visibility of its competencies, qualifications, and task solutions.

Below is an overview of the most important tasks performed by the head of secretariat at MPE:

Staff Management

  • Securing the well-being and motivation of all staff
  • Inspire and work for a good work environment in the secretariat, where different disciplines are respected and involved for the benefit of the individual employee, the section, and the department
  • Contribute to a good work environment between colleagues with a combination of professional and social activities
  • ​Carry out MUS with all employees in the section every year
  • Securing that the career development of section members is properly addressed

Staff allocation

  • Ensure that all administrative support functions are staffed and delegated, and that the department is informed on who to talk to regarding different issues.

Strategy, organization and cooperation

  • Contribute to a high level of information, openness, and timely communication in the department, eg. through department meetings as well as developing and updating internal websites (medarbejderportalen)
  • Continuously monitor and identify the administrative needs of the department
  • Define and follow-up on administrative procedures and policies, eg. purchases, hiring, vacation, absence, onboarding etc. to the benefit of the department
  • Strategic and administrative professional back-and-forth/competent feedback regarding all things relevant to HoD.
  • Coordination of the local strategy process
  • Be part of various collaborative relationships internally in AU, primarily in relation to the administrative center and the faculty secretariat
  • Ensure collaboration across the engineering secretariats
  • Perform ad hoc tasks in connection with e.g. analyses, reports, hearings etc.

Recruitment

  • The secretariat assists the deputy heads of department for education and research in the research process, ie. passing on information and templates filled by dHoDe and dHoDe to the HR department, booking job interviews, and handles contact to the HR department regarding the Emply Recruitment process
  • Responsible for hiring student assistants to research projects based on requests and information from HoS (not teaching assistants)
  • Responsible for hiring research assistants based on requests and information from HoS
  • Onboarding of new staff by sending a “Welcome email” with relevant administrative information regarding access, emails, systems, vacation, staff policies, PURE-profile etc.
  • Adding new staff to relevant mail distributions list and Teams.
  • Ordering standard IT-equipment for new staff hired by the department.

Meetings and committees

  • Prepare meetings in collaboration with the head of department, e.g. Liaison Committee (LSU), Local Occupational Health and Safety Committee (LAMU), management meetings, theme meetings and staff meetings.
  • Participate in the department’s Liaison Committee (LSU).
  • Represent the head of department when relevant, in case the head of department is absent

Budget guidelines for section costs

Research equipment

  • Each section is in the budget process asked to provide a budget for next year which is negotiated between Head of Department and Head of Section. New research equipment should as a rule be paid for by external grants. However, new equipment may be included in the annual budget.  Head of Section is responsible for approving costs within this budget. The budget covers maintenance and calibration, consumables, and minor new equipment that has been included in the budget.
  • When Head of Section approves, please cc. secretariat for the later processing of the purchase in IndFak. Also, please advise the employee of the process for purchasing from external suppliers (attached).

Case no: 38620-3 MPE [sektionsnavn]

Activity no: 82105 Forskningsudstyr

Conferences and networking

Researchers

  • Conference participation should as a rule be covered by external grants. In case external grants have not been possible to obtain, researchers at assistant prof. level and above can ask their head of section to exceptionally approve that the department budget cover the conference participation. The request can be granted if it is properly motivated also regarding why external funding was not possible, and if the researcher has not already been to two conferences that calendar year. Furthermore, the researcher should present a paper, unless there is a good motivation for why not.

Case no: 38620-3 MPE [sektionsnavn]

Activity no: 82107 Konferencer og netværk

Teaching staff

  • Teaching staff may travel to conferences to uphold their professional and/or teaching skills. Head of section may, if the need is properly motivated, approve such travel without approval from head of department. It should be attempted to apply for external funding from at least one foundation.

Case no: 38620-3 MPE [sektionsnavn]

Activity no: 82107 Konferencer og netværk

VIP Networking

  • All VIP staff are encouraged to participate in relevant networking activities such as professional societies, workshops at other universities, etc. Head of Section may approve such activities with minor fees. Higher costs need approval by Head of Department cc. the Secretariat (mfa@mpe.dk) on request from Head of Section.
  • With respect to participation in standardization organizations the staff member needs approval by Head of Department.

Case no: 38620-3 MPE [sektionsnavn]

Activity no: 82107 Konferencer og netværk

Courses

  • All staff should be given adequate continuing training and competence raising activities to aid personal development in work related competencies. This can be through courses, professional workshops etc. If possible, internal AU activities should be chosen, but if such are not available, Head of Section may approve external courses etc. This should be done only when a good motivation for the external event is provided. For higher costs, Head of Section will need to seek approval from Head of Department cc. the Secretariat (mfa@mpe.dk).

Case no: 35817 MPE Institutprojekt

Activity no: 82120 Kompetenceudvikling

IT equipment for existing employees

Renewal of standard equipment:

  • Head of Section can approve. The employee asks his head of section if he can renew his standard equipment (list attached). If his motivation is reasonable the Head of Section can approve. The employee orders the equipment in the AU-IT-webshop.

Non-standard equipment:

  • Head of Department can approve. The employee asks his head of section if he can purchase a given piece of equipment. If his motivation is reasonable the Head of Section forwards his request to the Head of Department through the Secretariat (mfa@mpe.dk).

IT equipment for new employees

Hired by department:

  • Head of Section clears the equipment needs of the new employee. If standard equipment the secretariat will help order it and arrange pickup. If not standard equipment Head of Section clears the equipment needs and asks IT for a price estimate. The estimate is to be approved by Head of Department through the Secretariat (mfa@mpe.dk). If approved, the Head of Section places the order and arrange pick up.

Hired by a project:

  • Project manager (or Head of Section) clears the equipment needs of the new employee and places the order at IT and arrange pick up.

Hired by a project but equipment is paid for by department:

  • Project manager (or Head of Section) clears the equipment needs of the new employee and asks IT for a price estimate. The estimate is to be approved by Head of Department through the Secretariat (mfa@mpe.dk). If approved, the project manager (or Head of Section) places the order and arrange pick up.

Social activities in the section

  • Each Head of Section has a budget for social activities in the section. For any social activity it required that it is combined with professional activities and an adhering agenda.
    Case no: 35817 MPE Institutprojekt

Activity no: 82110 Sociale arrangementer