Employment and guest stays
General employment information
All communication regarding employment should be addressed to the secretarat, 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.
To live up to HR's deadlines please contact the secretariat no later than:
- 1½ months before employment start for Danes
- 2½ months before employment start for EU citizens
- 3½ months before employment start for non-EU citizens.
All employments requires a financing plan, which is approved by the Head of Department.
The employment must as rule of thumb be minimum 6 months starting 1st or 15th in the month.
Employment on special terms according to the social chapter in the state, e.g. in flexible jobs or salary subsidy jobs, can take place without advertisement. This applies both to existing employees who are transferred to employment on, for example, flexible employment terms in the same position, and to persons who contact the institution themselves, or where the local job center contacts the institution about the possibility of assigning a position to a person registered to e.g. a flexible job, cf. Finansministeriets og CFU's vejledning om socialt kapitel i staten (december 2015).
Postdoc + Research Assistant
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.
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.
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
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.
GSTS requires the participation of the PhD committee at interviews. In AGRO, it has been decided that Karina Rysholt will participate in the second interview with the candidate you want to hire. This is to ensure that formalities (including language requirements) in relation to enrollment are observed.
CSC students
On 8th March 2023, the university management has decided to stop admission of new CSC students at AU
Technical Administrative Staff (TAP+AC-TAP)
TAP and AC-TAP employments always follow the flow shown above. Before advertising for a new employee ther must be a financing plan, which is approved by the Head of Department.
Special about field technicians and help in the field
Unskilled agricultural staff member (landbrugsarbejder) can be employed on hourly wages.
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.
The section manager notes the finance information and distribution if more projects shold pay. The form is then forwarded to hrbreve@agro.au.dk. By forwarding the section manager confirms that the hours are approved.
The secretariat 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. When this is done the hours are put into the salary 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, if it has been handed in in due time, otherwise it will be paid out the following month. Please be aware that there can be delays in connection with holidays.
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, you as 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. The agreement should be signed by the Head of Department before you can issue an invitation letter. It is your responsibility that all signatures are on the agreement.
If guests are here for <90 days and do not need a residence- and workpermit, we need a copy of their MSc certificate as documentation to SIRI (the Danish Agency for International Recruitment and Integration).
When the exact arrival date is known the form "Guests and students should be filled in via the blue botton in the top of this page.
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
The AU University Management has decided to stop admission of new CSC PhD students. In AGRO this stop is extended to also include CSC guests. This means that from 8th March 2023 it is no longer possible to invite Chinese students financied from CSC.
Employment with subsidies and internships via job center
According to section 56 of the “Bekendtgørelse af lov om ansvaret for og styringen af den aktive beskæftigelsesindsats” of 15th June 2010, the Minister of Employment once a year sets a quota for employment with wage subsidy. Aarhus University is included in the overall quota within the Ministry of Research, Innovation and Higher Education.
The university is obliged to make a salary subsidy place available no later than 24 days after receiving the request from the job center or another actor who takes care of the effort towards the unemployed person (Sundays and public holidays are not included).
Establishment of wage subsidy places can take place within all job categories. It is a prerequisite that employing the unemployed person with a wage subsidy results in a net increase in the number of employees.
There are financial sanctions associated with refusing a request from a job center or another actor for employment on a wage subsidy, as the university may be obliged to cover the costs of alternative activation courses according to the Act on active employment efforts for the unemployed for up to 6 months, cf. § 56 a, subsection 5 in Promulgation of the Act on responsibility for and management of active employment efforts.
In the Department of Agroecology, we of course want to live up to the above, but the hiring must also take place in a way, so we avoid problems in the group afterwards. This also applies in relation to internships via the job center. Therefore, the procedure is that the person who receives an inquiry regarding wage subsidy/internship via job center, draws up an impact map with information necessary to process the request. This is sent in written consultation in the Local Liaison Committee (LSU) (via Mette Abildgaard) with a deadline of 7 days.
The employment/practice may possibly be discussed in the relevant group (e.g., laboratory technician group) before the inquiry is sent for consultation in LSU. Here there will be an opportunity to talk about work assignments etc. If this has happened, it must be mentioned in the memo to LSU.
If there are no objections from LSU, the contact person at AGRO fills in the form "Guests and students" for internships and "Employment without advertisement" for salary subsidy. Karina takes care of completing the VITAS, which goes to the job center. The request is then automatically forwarded via Vitas to the union representative (TR) for the relevant job category.
TR must confirm via Vitas that the employees have been consulted and that there have been no objections, and that the internship can be extended beyond the 4-13 weeks that are normally set from the start. After TR has approved, the job center is notified.
In the event of an extension of the internship, TR will have to approve via Vitas again. It will not be sent for consultation in LSU again. In the case of employment with a salary subsidy directly after an internship, a new hearing is not sent to LSU either.
When LSU has had any job with wage subsidy/internship in consultation and there may have been negative feedback, the management must include this in the basis on which a decision on employment/non-employment is made. If the management maintains employment in a salary subsidy position, the comments made by the trade union representative must be entered in the application to the job center.
Job posting templates
The templates below should be used for VIP positions. If you need to post a TAP position please contact Karina