Employment and guest stays

General employment information

All communication regarding employment should be addressed to Karina Rysholt Christensen, who will coordinate with the head of department and HR.

Postdoc, research assistant and TAP can be employed for up to 1 year without advertisement. Postdoc and research assistant can be extended for up to 1 year. TAP can only be extended if there is an objective justification. Appointments as researcher/assistant professor level and up can only be made by advertising the position and for minimum 3 years.

  • The project owner/section manager applies online via the form to the right. Remember to provide the project number(s), which is to finance the specific employment period. Please contact Karina no later than 1½ months before employment start for Danes, 2½ months before employment start for EU citizens, and 3½ months before employment start for non-EU citizens.
  • Administration will check whether there finance is secured on the project(s) in form of NN or overbooking of other staff related to the project.
  • Head of department and administration has a meeting approximately every two weeks to have a final clarification of the employment.
  • Karina will contact the project owner/section manager to inform if the hiring has been approved.
  • VIP employments:  Karina will type into EMPLY, and subsequently the new employee will be asked to upload his/her CV, exam papers, etc. The project manager will be asked to provide a professional assessment in EMPLY.
  • Employment has to be minimum 6 months as a starting point, and start dates are always on 1st or 15th in a given month.

Below you can see the workflow and advice on hiring of PhD, postdoc, temporary VIP, permanent VIP and TAP. Furthermore it is defined what to do if you want to advertise the position.

Postdoc + Research Assistant

Hiring a new postdoc or research assistant in AGRO follows the flow diagram at the right. Before advertising for a new employee ther must be a financing plan, which is approved by the Head of Department.

There are different possibilities on employment with or without advertisement. Examples can be found here DK/UK

Regarding employment of postdocs after PhD in AGRO

In the period from the handing in of thesis to the actual defence - typical 2½ month - there is a waiting period, where the thesis is evaluated by the assessment committee. The student prepares the defence.

To ensure equal terms and transparency for the students the following applies regarding employment in AGRO after the PhD period.

As a general rule, PhD students are not employed during the waiting period. This means that the students should finance the period from the time of submission to the defense takes place by themselves.

In special cases, employment can take place immediately after the submission of the dissertation, if the person in question is employed in an advertised position for at least 2 years. Advertisements and hiring are made in accordance with the applicable HR rules as shown in the flow diagram.

Employment without advertisement can take place after the dissertation has been approved for defense and with the number of months where there is work and financing (max. 12 months). The head of department must also approve this and the process follows to the current HR rules.

Temporary VIP

Hiring of temporary VIP follow the flow diagram at the right. Before advertising for a new employee ther must be a financing plan, which is approved by the Head of Department.

Temporary VIP covers assistant professor/researcher, associate professor, senior researcher and senior adviser

Finansing plan can be found here

Permanent VIP

Hiring of permanent VIP is taking place in accordance with the departmens recruitment plan. This plan is updated every year and must be approved by the dean. The process follows the flow diagram at the right.

Search committee

The purpose of using search committees is to strengthen the department's work with recruiting new employees and especially with a view to ensuring an applicant field with high professional quality and diversity.

For more information on the committees tasks etc., look here.

Other information

We refer to the Tech faculty hiring procedures and criterias, which can be found here.

PhD

As a general rule PhD positions are always occupied after notices (except for industrial PhD's or self-financed PhDs). The grant holder/main supervisor must ensure that there is full funding for the whole employment period from one or more projects in the department. Before advertising a financing plan should be filled in together with project economist. The financing plan should be signed by the head of department.

Financing plan and project information form for announcement can be found at GSTS webpage

The workflow for employing a PhD is shown at the right.

CSC on hold

AU has so far put CSC fellows and guests on hold.

As AU has been made aware of conditions for CSC fellows, which has triggered a concern for their working conditions when studying for a PhD or visiting the university. The university management has therefore decided that we will pause CSC admissions while we uncover the facts about the contracts that CSC students enter with CSC.

This means that, with immediate effect, we will stop admitting CSC students. Whether we reopen the possibility of CSC scholarships at AU at a later time depends on a closer examination of the specific conditions for scholarship holders and guests who come to Denmark.

The stop only applies to CSC scholars and guests, the decision does not change the fact that Chinese applicants can still be employed at AU

Technical Administrative Staff (TAP+AC-TAP)

TAP and AC-TAP employments always follow the flow shown to the right.

Special about field technicians and help in the field

It is possible to employ an unskilled agricultural staff member (landbrugsarbejder) on hourly wages. Beskrivelse af opgaver kan findes i notat fra HR.

Research technicians will always be on monthly salary. Beskrivelse af opgaver kan findes i notat fra HR.

Hourly wages

In AGRO we wish to ensure the employees the correct salery on time. Therefore please follow the process described below.

At the latest the 2nd work day of the following month the employee must fill in his/her timesheet and submit it to the operation manager / section manager via email. One month per sheet and the sheet must be filled in in Excel. Excel calculates the actual time per day and month. If the employee has been working more days than is available on the sheet he/she must deliver two sheets for that month.

Drifts-/sektionslederen påfører projektfordeling, hvis der er flere projekter som skal betale. Skemaet videresendes derefter til agro@au.dk. Ved at videresende verificerer drifts-/sektionsleder at timerne er udført.

Karina Rysholt Christensen (Birgit S. Langvad is backup) controlls, that the hours are within the employment period and that the total number of hours don't exceed the number hours the employee is hired for. Kontostreng is put on and the sheet is sent to the relevant project economist.

The project economist controls, that there is money on the project and returns the sheet.

The sheet is send to Gitte Nielsen in HR, who puts it in the system.

As a general rule the salary will be paid by the end of the month, where the sheet has been sent to AGRO secretariat.

Guests - scientists, PhD students, and trainees

The flow for guests shown to the right should always be followed, independent of which type of guest you are inviting.

When planning a guest visit, please contact your section secretary as early as possible in the process. Your secretary and your section manager will evaluate whether it will be possible to accept the guest and for how long the guest can stay. As a rule of thumb a stay with AGRO can last up to 6 months. In this connection, diversity of the section and number of guest already in the section will be taken into account.

The contact person/supervisor at the department must conduct an online interview before a potential guest stay. The section manager must participate in this interview in order to assess the guest's oral level in English.

If the section manager approves the English level, the supervisor must have a second talk with the guest where "Agreement for guest stay at AGRO" is filled in.

All guests and students, who are affiliated to AGRO must furthermore fill in the Visitor participation agreement before the invitation letter can be issued.

When the exact arrival date is known the form above should be filled.

Always expect a 2-3 months' processing time in connection with the application process for a work and residence permit. AGRO will not reimburse the fee from SIRI (the Danish Agency for International Recruitment and Integration) in connection with the application for a correct work- and residence permit, nor will any travel expenses be covered.

Trainees

A trainee from a non-European Union (EU) country, or a non-European Economic Area (EEA) country must have a work- and residence permit for AGRO. This is extremely important, and it may impose fatal consequences on AU, if we do not comply with this. Tourist Schengen visa for other EU countries is not sufficient, and it is also not enough to be enrolled in another EU country. The trainee must have a work permit for AGRO in order to work and stay at our department.

Students from Denmark, the Nordic countries, the EU, and the EEA countries may arrive at the department without a work- and residence permit.

You may find further informtion on this website: http://www.au.dk/en/internationalcentre/international-students/internships/.

Guest PhD students and guest scientists

PhD students and guest scientists arriving from EU/EEA, the Nordic Countries, and Denmark can travel freely into Denmark and need no work- and residence permit.

PhD students and guest scientists arriving from countries outside the EU/EEA countries, and who need to stay more than 90 days in Denmark, must have a work- and residence permit as a guest PhD student.

People holding a Master's degree and who need to be in Denmark less than 90 days can arrive on a business visa. Please be aware that they will not be able to get a Danish CPR number and therefore also not a Danish bank account.

CSC on hold

AU has so far put CSC fellows and guests on hold.

As AU has been made aware of conditions for CSC fellows, which has triggered a concern for their working conditions when studying for a PhD or visiting the university. The university management has therefore decided that we will pause CSC admissions while we uncover the facts about the contracts that CSC students enter with CSC.

This means that, with immediate effect, we will stop admitting CSC students. Whether we reopen the possibility of CSC scholarships at AU at a later time depends on a closer examination of the specific conditions for scholarship holders and guests who come to Denmark.

The stop only applies to CSC scholars and guests, the decision does not change the fact that Chinese applicants can still be employed at AU

Job posting templates

The templates below should be used for VIP positions. If you need to post a TAP position please contact Karina