Employment and guest stays
Responsibilties in the team
| Recruiting of VIP (with advertisement) | Chinette and Bodil |
| Recruiting of TAP (with advertisement) | Bodil and Chinette |
| Employment without advertisement | Karina and Chinette |
| Internships via jobcenter | Karina |
| Guests from DK or EU | Chinette |
| Guests outside EU | Karina |
| Background screening | Karina |
General employment information
All communication regarding employment should be addressed to the secretarat, who will coordinate with the head of department and HR.
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 (4 months if the person is from Iran, China or Russia)
All employments requires a
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 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
internship/employment with subsidies form
with information necessary to process the request. This is sent in written consultation in the Local Liaison Committee (LSU) (via Matthæus Hejl Pedersen) with a deadline of 7 days. The start date can be no earlier than 14 days after this deadline - i.e. the process should be initiated approximately 1 month before the start date.
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 or "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.
Emeritus arrangement
Retired academic staff may, by agreement with local management, be provided with office facilities and other facilities to the extent that capacity permits.
A prerequisite for emeritus affiliation is that the affiliation is of mutual interest to both the retired employee and the university. It is therefore assumed that the retired employee will actively contribute to the department's activities.
An emeritus is not employed by Aarhus University and does not receive any salary or remuneration in connection with the affiliation. When entering into an emeritus arrangement, an individual agreement must be drawn up, specifying the details of the collaboration. An emeritus arrangement is a fixed-term agreement for 1-3 years, with the possibility of extension. An emeritus agreement is thus a mutual agreement that cannot be determined unilaterally by one of the parties. Retired employees are not entitled to an emeritus arrangement, even if other retired employees have one.
An emeritus affiliation could include the following tasks: • Publication with reference to a department • Completion of a specific research project • Participation in research collaborations • Guest teaching • Supervision (Bachelor's and Master's students) • Co-supervision (PhD students) • Assistance with exercises for the department • Other academic activities.
Job posting templates
The templates below should be used for VIP positions. If you need to post a TAP position please contact Karina
Employment on special terms
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).
URIS rules
From 1 November 2024, new URIS guidelines and processes will be introduced. In most cases, this will prolong the process for both appointments and guest stays. For appointments, security checks will have to be carried out once shortlisting has been completed and before interviews can be scheduled. For guests, security checks must be carried out before interviews are held and letters of invitation are issued. In this case, a CV, list of publications and page 1 of the screening form must be submitted. For extensions, a CV and list of publications must be submitted with the request. The Background Screening Office will send a screening form to be completed by the hiring manager (project manager/main supervisor). Read more here:
Background screening when recruiting
How to fill out the background check of new employees - part 1
International Social Security
Social security gives some special rights to the employee and obligations to both the employee and the employer. There are EU coordination rules for social security that ensure that EU/EEA citizens are only covered in one country and you cannot choose in which country you are covered. The employer and employee both have a responsibility to
pay the contributions to the country where the employee is socially insured. In order to secure the employee in the best and legally correct way, it is important to state when registering the employment/submitting a recommendation if you want an employee to work from abroad.
Rules for personal relations
Please be aware of AU's guidelines on close personal relationships. If you wish to employ close relations in the same section, Jørgen must be contacted and approve the employment before it can take place.