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Employee Manual

ABC to CS
On these pages you will find an alphabetical list with helpful information for all employees and guests at Computer Science (CS). The list covers topics such as setting up your email and calendar, getting around the Computer Science Department, IT-services, keys, cards and codes ect.

A
About your workplace

C
Calendar and email
Car
Coffee, tea and fruit
Credit card
Copying machine

D
Deals and discounts
Digital payslip
Door signs

E
Expenses related to guests
Employee portal (Atrium)

F
Fax
Friday Bar

G
Getting around Computer Science
Gift collection

H
Holiday rules and absence

I
IT services
IndFak

K
Keys, cards and codes

L
Library
Locations
Lunch

M
Mailing lists
Market place
Multimedia taxation
MUS (MedarbejderUdviklingsSamtaler) / PDR (Personal development reviews)

N
Newsletters
NFIT

O
Occupational Health and Safety Committee
Office
Office supplies

P
Parental leave
Phone
Printers
Purchas
Pure

R
Research groups and coordinators

S
Sick
Social events
Student programmer

T
Teaching
Travel and insurance

A

About your workplace
The Department of Computer Science employs approximately 120 scientific and 30 administrative staff members, among these 10 project programmers and 10 part-time student assistants. Read more about The Department of Computer Science.

C

Calendar and email
It is important that you use the Oracle calendar system, which is the department’s internal calendar system. Here you can book meetings with other colleagues. If you need help creating your calendar contact helpdesk@nfit.au.dk, or call 8942 3600.

Kai Birger Nielsen will create an email address for you. Contact him by email or visit him in Hopper 020.

Car
For official matters you can book the Department Car "Miss Daimi".

Coffee, tea and fruit
As an employee at CS you can use the tea- and coffee machine in the Bush building on the 2. floor for free. Next to the machine you will also find free fruit on Mondays and Wednesdays. In order for everybody to get a piece of fruit, please only take 1 piece per day.

Credit card
Employees working 18½ hours per week or more are able to get a credit card to use I relation to work. Read more about the use of the card, credit limit, cardholder’s obligations ect. If you wish to apply for the credit card, you must fill out the form online.

Copying machine
Employees at the department can use the copying machine's free of charge.
The machines are capable of both printing at copying. Manuals for print setup and using the machine in general is available here:
Print setup
How to scan to email

D

Deals and discounts
Here you will find information on the deals and discounts you can avail yourself of as an employee at CS.

Digital payslips
The Danish government has decided that the pay slip for government employees are distributed in digital form. Read more

Door signs
To create your door sign, please visit the generator at cs.au.dk/doorsign.
Alternatively, a form for making a door sign is also available. Download (word)
If you need help with the sign then please contact your research group coordinator.

E

Expenses related to guests
Read more about the procedures for Expenses related to guests.

You can find the AU’s internal rules about expenses related to guests here (in Danish only).

Employee portal (Atrium)
Atrium is a portal for all employees at Aarhus University. Here you can find news from the Rector's office, and useful links. Click here to view the portal in English and in Danish (more elaborated).

F

Fax
The department's fax is placed in the post room in Ada-114. You must dial 0 + number, and you should place the paper with the blank side of the paper facing up.

Friday Bar
If you are interested in meeting colleagues and students after work, you should visit CS’s Friday bar/ “Fredagscafeen”. The bar is open every Friday from 15:00 in the Bush building/coffee lounge, room 223. Find Fredagscafeen on Facebook.

As an employee at CS you can get a Friday bar cup, for a cost, with your name on it. Read more.

G

Getting around Computer Science
Information on how to find the Department of Computer Science can be found on Google maps - Here you will also find a list of the names of the buildings.  

Gift collection
The department organises collections. This is done via advertising on alle@cs.au.dk, in cases listed below:
- Jubilee (25 years, 40 years)
- Birthday (50 years and older)
- Retirement after more than 3 years tenure
- PhD and doctoral defense
- Funeral

Please notice that you can create a list, which makes it possible to send a mail to everybody except from the gift recipient. Ask Kai Birger Nielsen for help, phone: 5171 5396.

In addition, individual research groups/projects can collect money for gifts in connection with weddings, maternity, sickness and the like. This however happens on own initiative and the collections should be sent out directly by mail or by contacting the people to whom it is appropriate, and not the “alle” mailing list.

H

Holiday rules and absence
For information on holiday rules and absence click here. Information on vacation in relation to public holidays can be found here (in Danish only). 

I

IT services
If you have problems with your computer, you can report them to helpdesk@nfit.au.dk. If the problem is urgent, you can also contact the programmer on duty, phone 8942 3600 or visit the “Help-desk”. Various guides and information can be found at NFIT's webpages.

IndFak

IndFak is the new joint state purchasing and invoice management system that simplifies the entire workflow. The system takes care of all processes from purchase of goods to the preparation of payment

You can read more about the system and find relevant guides here (Danish only)

Go to login site : IndFak

K

Keys, cards and codes
All employees at CS are supplied with a key to their office and a keycard with a self chosen code for accessing the buildings outside office hours (8:30-16:00). Fill out the two forms and bring it to Tina Rudolph at the information office. Download the key form here and Download the keycard form here.

For information and help concerning keys, cards and codes contact Tina Rudolph, phone 8942 5618 or visit her in the information office, Ada 116. The opening hours are: Monday to Friday from 11:00–12:00 and 13:00–15:00.

L

Library
The IT Library Katrinebjerg. The purpose of the library is to serve staff and students at the departments.

The library gives you access to:

If you want to buy or borrow a book, that we do not have in the library, if you would like to suggest access to a new electronic resource or if you have any other questions, just contact Birgit Pedersen, librarian. Phone: 8942 5608, Email: birgitp@cs.au.dk / library@cs.au.dk or visit her at the Incuba Science Park, floor 0 below the canteen.

Locations
Meeting rooms: Computer Science has 14 meeting rooms which you can book through the calendar system Oracle. Click here for a detailed list of the rooms, including description of the equipment in the rooms, views of the rooms and an overview of the locations of the rooms.

Lecture rooms: Here you will find information on the lecture rooms at Computer Science, eg. the name of the room, what kind of equipment the rooms holds and where it is located. 

Lunch
Most employees take their lunch break from around 12.00 o’clock. Some dine in the coffee room in the Bush building on the 2. floor others in the canteen in Incuba Science Park on the other side of the road. You can either bring your own food and store it in one of the refrigerators or you can buy food in the canteen - opening hours: Monday – Thursday 8:00-15:00 and Friday 8:00-14:30. See the menu and the live webcam from the canteen here or sign up for the sms-/ email service that will provide you with the menu of the day.         

M

Mailing lists
Be sure to get on the mailing lists that are relevant to you. Ideally this should happen automatically, but if not, contact Arne Nis Jensen.

The most used mailing lists are:

Market place
Did the cat have kittens, or is heirloom gathering dust? Then put an ad on the AU-square. Here you can sell and buy all sorts of things. 

Multimedia taxation
When you have an employer-paid media, which can be taken home, SKAT presumes that it is also used privately. The rule is that all employees who hold at least one of the following multimedia:

  • broadband connection at home paid for by AU
  • home PC paid for by AU
  • laptops paid by the AU
  • mobile phones paid for by AU

- will be taxed on the value of multi-media, which is 250 kr. months (3,000 kr. years). Click here for further information.  

MUS (MedarbejderUdviklingsSamtaler) / PDR (Personal development reviews)
Every employee is entitled to a personal development review with their nearest leeader. A good PDR is a constructive way to review the assignments and co-operation of the preceding period, as well as looking towards future assignments and options. It is a perfect opportunity to review your situation, get feedback from your nearest leader, and talk about objectives and expectations. 

N

Newsletters
Newsletters that you can sign up for:

You can also sign up for the magazine “Aktuel Naturvidenskab” for free.

NFIT
NFIT is an IT unit under the Faculty of Science, intended to optimize logical common computer resources: NFIT Calendar, Email with virus and spam filters, central User database and backup system for the department file servers. Visit NFIT.

O

Occupational Health and Safety Committee
You can contact the Occupational Health and Safety Committee on matters that relate to the physical and psychological work conditions. The 4 safety representatives at Computer Science are: Gudmund Skovbjerg Frandsen and Else Magård (Security group for the Nygaard building), Olav W. Bertelsen and Ann Eg Mølhave (Security group for the rest of the buildings at Computer Science at Katrinebjerg).  

Visit the webpage for information on e.g. where to find defibrillators, first aid boxes, computer glasses, workplace evaluations and much more.

Office
If you have problems in relation to your office environment such as a lamp that doesn’t work, shelves or tables that needs to be moved ect., you can contact the caretakers by email: driftitby@au.dk or call them at the number 8715 0539. If you need new furniture you must contact Katrine Aakjær Nielsen or call her 6137 8823.

You must fill out a form to generate your doorsign. Read more.

Office supplies
In Ada 122 you will find miscellaneous office supplies that you can freely use for work related purposes. If you are missing anything you can always ask the student assistance on duty in Ada 114 or Tina Rudolph in Ada 116. 

P

Parental leave

Guidelines for staff at the University of Aarhus regarding extended and flexible parental leave can be found here

Contact person at the Department of Computer Science is Arne Nis Jensen

Phone

If you have any questions concerning your work phone, you must contact Associated professor emeritus Ole Østerby at oleby@cs.au.dk or visit him in Ada 227. If you call a number inside Aarhus University you can omit 8942. Remember to dial 0 before the number, if you want to call outside Aarhus University.

Printers
Printers can be found on most floors. If you need to print in colors, you may use the color printer in Ada 122 -type the code and press the ID key afterwards.

Purchase
If you need to buy things in connection to your work, you must contact your research group coordinator for further information before you purchase.

Pure
All your activities, publications and research areas must be recorded in Pure.

  • When a publication is recorded in Pure it will be visible at your staff homepage, at the department’s homepage www.cs.au.dk and in the internal newsletter Insight@katrinebjerg allowing you to share your work with your colleagues.
  • Data registered in PURE forms the basis for the university’s report to the bibliometric research indicator project.
  • Each single publication point is expected to increase and to be worth DKK 25,000–30,000 in the Finance Act for 2012 for the university.
  • The registrations have an impact on the university’s annual report and the development contract with the Ministry of Science, Technology and Innovation.

If you wish to register publications visit www.cs.au.dk/pure.
Questions: Contact Birgit Pedersen, librarian. Phone: 8942 5608 or visit her at the library in the Incuba Science Park, floor 0 below the canteen.

R

Research groups and coordinators
Below you will find a list of the 9 research groups and their research group coordinators:

S

Sick
To call in sick you should phone or email the information office (phone: 87154112, email info@cs.au.dk)
When you return for work you should fill in an absense excuse form.

Social events
Twice a year CS holds a party for the employees at CS (a summer party and a Christmas party). The celebrations are organized by volunteers. If you are interested in further information contact Research group coordinator Ann Eg Mølhave, phone 87156592.

Student assistants
The student assistants can help you with a lot of things, e.g. making coffee for larger meetings, table arrangements in connection with meetings, making copies etc. They are very willing to help, just remember to tell them in advance if possible.

The student assistants are here every day from 08:30 -15:00. Visit them in Ada 114, call them on 21658263 or send an email to infom@cs.au.dk. If you need extra help in relation to major tasks as e.g. conferences you can send an email to all our student helpers at studmed@cs.au.dk, however prior to this you should contact Annemette Hammer and agree about the financing. Read more about the student assistants.

Student programmer
There is a procedure to be followed, when hiring a student programmer. Read the procedure.

T

Teaching
If you are teaching, you must visit the teaching admin-pages for further information.

Travel and insurance
Information on travels can be found here.
Information on travel insurance card can be found here.

Comments on content: 
Annemette Østergaard Hammer

Revised 2012.02.13

Mainly for international visitors and employees

Here you will find information on social life in Denmark, The International Centre, things to see in Aarhus ect. Read more.

Aarhus University Staff Handbook

Are you looking for general guidelines about e.g. vacation, illness or paycheck, you can find them in Aarhus University Staff Handbook (in Danish only).

Guide to the Faculty of Science

Download Guide to the Faculty of Science for international students, PhD students, researchers and visitors.

Contact person

If you did not find the information you were looking for on this site, please ask your research group coordinator or contact Marianne Dammand Iversen.