Employee handbook

The majority of employees on a collective agreement basis in the state follow either the rules in the state’s working hours agreement or the rules in the Collective Agreement for Academics (Danish Confederation of Professional Associations). To learn more about how this affects you, see your unit’s page about working hours.

For employees at the Faculty of Engineering

Guide to the FlexIkon (flekstidssystem)

Read guide to the FlexIkon (flekstidssystem)

Courses- and working hours

Rules for courses- and working hours

Athletics and movement stadium

According to the International Olympic Committee, the best athletics stadium in the world is located at SDU Odense. Best of all, the public has free access to the stadium. Find the Athletics Stadium here.

SDU has a joint concept for emergency preparedness. The aim of the joint emergency preparedness is to provide security for the University’s staff, students and visitors.
In the joint concept for emergency preparedness, a number of topics have been prepared, allowing employees to find more detailed information and guidance about different emergency preparedness situations.
Topics include:

• Alarm
• Fire
• Evacuation
• Crisis assistance
• Personal injury

The entire material is available at sdunet.dk

Information on novel coronavirus (COVID-19)

SDU follows the authorities’ recommendations, including the Ministry of Higher Education and Science’s guidelines for responsible handling of COVID-19 at the higher education institutions. We encourage employees to inform themselves via SDU’s websites and via the Danish authorities (coronasmitte.dk) to stay updated.

Read about what to do as an employee at SDU here.

Order meeting catering for an internal meeting (if you don’t know how to do it, please read the instructions first). Please direct any questions to: Mette.Brandt@chartwells.dk or call: 65 50 17 20.

Meeting rooms are booked via the meeting request in Outlook under the ‘Room Finder’ icon. The icon will appear after 'Location' when you invite attendees to your meeting.

To learn more about which rooms can be booked, and to find help, you can find more info here.

SDU campus location in Odense

We have gathered a variety of resources to help you find your way around SDU Odense:

• SDU Maps campus map and directory is a combined map and directory for SDU Odense. It includes a search function to help you find conference rooms and classrooms, among other things.
•  SDU Maps is also available as a smartphone/tablet app from the App Store or Google Play.
•  Remember to familiarise yourself with the current parking regulations. Via the link you will also find a map of parking spaces on campus.
•  SDU Odense also has facilities within Vidensbyen, Cortex Park on Campusvej and at Winsløwparken at OUH.
• Driving directions for SDU Odense.
• Find bicycle parking spaces and shelters at SDU Odense.

SDU’s researchers can get support for project development and fundraising both at the faculty and at SDU RIO. The counseling varies in opportunities and content between the units. Contact your unit or look at the individual unit's websites, to learn more about service offerings and support features.

When SDU processes information and/or personal data, it is done responsibly and with due care. Proper processing of personal information is an important foundation for the University’s daily activities and for SDU’s creation of value for and with the surrounding community.

As an employee, you will find user-oriented information about data protection and information security for administrative employees, researchers or lecturers in a single place at SDUnet.

If you have detected a breach of personal data security, you must report it as soon as possible. You can do this here.

Lost and found items can be handed in – and picked up – at Technical Services.

On Campusvej in Odense, please inquire at the reception on Campustorvet.

In Copenhagen, Slagelse, Kolding, Esbjerg and Sønderborg, please inquire with Technical Services’ attendants.

Property that has been lost or forgotten at one of SDU’s locations and handed in to Technical Services is handled as follows:

• Valuable items are handed over to Funen Police’s Lost and Found office as soon as possible, i.e. within a few days, unless the owner has picked up the item beforehand. Examples of valuable items are: money, particularly valuable jewellery, electronics, computers, watches, mobile phones, expensive clothing, bags and the like.
• All items with names, e.g. passports, driver’s licences and the like, are handed in to Funen Police’s Lost and Found office as soon as possible, i.e. within a few days, unless the owner has picked up the item beforehand. If there is a name on the item, Technical Services always tries to contact the owner before handing the item in to Lost and Found.
• Lost and found items in addition to those listed above are stored by SDU for at least 30 days, after which the items may be sold, given away or destroyed, unless the owner has picked up the item beforehand.

Please note: SDU cannot be held responsible for any missing valuables. We only store the items we find, but since the premises are only cleaned in the morning, items may disappear before the cleaning staff finds them.

Grafisk Center is SDU´s in-house digital printing office. We provide a wide range of print services to staff at SDU.

Here you can see our products and order your printed matter.

HCM (SDU’s HR system) is used for registering annual leave etc.
In HCM you can view your annual leave, and you can move and register it yourself. Click here for instructions.

Smoking

Smoking is confined to the outdoor ‘smoking shelters’. This also applies to e-cigarettes.

LITTER

Clean up after yourself and throw your rubbish in the bins. Return used tableware on the provided trolleys.

Bicycles and other vehicles

Bicycles must be parked outside in the bicycle racks. For safety reasons, students are not allowed to ride scooters and electric vehicles indoors.
Scooters and the like must be parked outside in the bicycle racks and must not be kept in the University’s rooms.
Employees may ride a regular scooter indoors for work purposes, but please pay attention, adjust the speed and stay within the marked lanes.

Noise

Be considerate – keep your voice down when you move around the hallways so that you don’t disrupt teaching or meetings.
Be particularly considerate in the exam periods. Keep an eye out for the yellow signs on the doors.

Pets

Dogs or other pets are not allowed at SDU.
Guide dogs, however, are permitted.

Music, video etc.

If you want to play music, have a fund-raiser, record video/take pictures for public use, distribute printed matter, have a stand at SDU or similar, you must first make an agreement with Technical Services.

Promotion and marketing

If you want to do promotions and marketing on SDU’s premises, please contact 8888@sdu.dk.
Permission for promotion/marketing is granted on the condition that no signatures, either binding or non-binding, are received, including subscription drawings. It is not allowed to hand out merchandise that is sold in the cafeteria (e.g. water bottles). Purely selling items is also prohibited.
In addition, you are responsible for ensuring that you are not a nuisance to the University’s regular traffic or blocking escape routes.

Posters, notices etc.

You may only put up posters and other notices on fixed notice boards, never on glass sections, doors or walls.
Please note that some notice boards are reserved for departments, the Central University Administration, associations and the like.
Random notices will be taken down.

Alarm

At SDU, there is a strong focus on effective alerting in case of emergencies.

• If possible, stop the accident.
• Call 1-1-2 and evacuate the area if necessary.
• Call 65 50 88 88 and inform SDU.

At SDU, we must procure goods sensibly, circularly and sustainably. SDU’s guide (see below) describes how to make procurements that comply with SDU’s procurement policy and the applicable rules in the procurement area.

Step 1: Is the item available second-hand at SDU?

Before starting the procurement process, you should check whether the item you need is available second-hand somewhere at SDU.To do so, check out SDU’s commodity exchange (opens in SharePoint). If you are unable to find the item you are looking for second-hand, you have several procurement options, depending on your needs. See next step for options.

Step 2: Procurement options at SDU

There are several options for sensible procurement at SDU. The option you should choose depends on what you want to procure.
Below you will find a list of the various options with links that will take you to the right place for procurement.

• SDU IT Webshop (for purchasing IT and gear)
• Furniture and equipment for faculties
• Furniture and equipment for the Central Administration (ordered via Technical Services)
• Graphic Centre (ordering printed matter etc.)
• Accommodation service (hotel bookings)
• SDU’s procurement system (find supplier, agreements and goods)

Step 3: Non-contractual procurements with a value of less than DKK 100,000

If you need to procure an item with a value of less than DKK 100,000, and you have checked that the procurement cannot be completed via step 1 or 2 of this guide, you can generally make the procurement yourself without contacting Procurement and Tender – even if SDU does not have an agreement with a supplier in the area. You should always strive to procure goods in the best, cheapest and most sustainable way possible.

Step 4: Non-contractual procurements with a value of more than DKK 100,000

If you need to make a non-contractual procurement of a product or service and the value is more than DKK 100,000, you must always contact Procurement and Tender for guidance on the further process of your procurement.

Contact Procurement and Tender by emailing us at indkob@sdu.dk or calling us at +45 6550 4191.

The Service Desk at SDU IT supports everyone at SDU with everything from computer issues, consulting and purchasing of hardware, A/V solutions, mobile telephony and much more.

We strive to resolve every inquiry we receive, and if we cannot fix your problem, we will help you find someone who can.

If your problem is urgent, please call us. We are ready to assist you at +45 65 50 29 90 during the following hours:

Monday – Thursday from 7:45 a.m. – 3:30 p.m.
and emergency teaching support from 3:30 p.m. – 6:00 p.m.

Fridays from 7:45 a.m. – 3:00 p.m.
and urgent teaching support from 3:00 p.m. – 6:00 p.m.

Saturdays: Urgent teaching support from 9:00 a.m. – 4:00 p.m.

Urgent teaching support is support for lecturers in classrooms on Campusvej, primarily basic A/V support.

You are of course also always welcome to visit our physical Service Desks, which are available on all SDU campuses. Please note that local business hours may vary.

If you need to purchase IT equipment, you can read more about the different options offered by our webshop. Please log in to view the prices.

Acadre is the University’s ESDH system and is used for filing documents that are subject to a filing obligation in accordance with current legislation. ESDH is a Danish acronym that stands for electronic case and document management.

The main rule for when you as an employee must file a case or other documentation is that if you oblige SDU, for example via an agreement with a partner or something else, it must be filed. Items that should be filed include email correspondence with an external party and actual contract documents.
Read more about when and how to handle filing on the ESDH pages.

On the canteens’ respective webpages, you can see the menu of the week and options for ordering meeting catering, among other things.

May I drive my own car for work-related trips?

The general rule is that SDU employees on work-related trips must use public means of transport, to the extent possible.
The general rule can be deviated from if, based on an overall consideration, it is most appropriate and economical for SDU to use a private vehicle.

What to do if you want to use your own car

A private vehicle can be used if the head of department or head of division has issued a driving permit. A driving permit can be obtained permanently or for a specific trip.
If a permanent driving permit has been granted, the staff member does not have to seek permission to deviate from the general rule of using public transport for each work-related trip.
The driving permit is documented by the head of department or head of division’s instructions on travel reimbursement.

SDU’s internal circular on the payment of salaries, fees and reimbursement of expenses to persons working at the University of Southern Denmark.

The purpose of the internal circular is to clarify the rules for payment of salary, fees and reimbursement of expenses to persons at the University of Southern Denmark. The reason for the circular is that SDU receives many visits from abroad, but the circular is used in connection with both international visitors and Danes.

If you require meeting catering, please make sure to follow the common guidelines for ordering catering.
The common guidelines define, among other things, when you may order catering and the limits to the amount ordered.

Please find the common guidelines for meeting catering here.

Regarding keys

Technical Services provides the following keys:

• Master keys. Ordered by contacting Technical Services.
• Central Administration keys. Ordered by contacting Technical Services.
• Department keys. Department keys are administered by the department itself, which is also responsible for issuing them. However, the keys are ordered from Technical Services. Please allow approx. 8 days for delivery.
• Lending keys for classrooms. To borrow a key, please contact Technical Services.

Regarding ID cards

You can read more about how to order an ID card, and what to do if you lose your ID card, on Technical Services’ service page.

SDU has its own Language Services Unit, where you can get help with your translation tasks. Read more about the Language Services Unit and their services or write to them at sprog@sdu.dk.

View the services offered by Language Services Unit

What is Pure?
Pure is the name of an IT system that the University of Southern Denmark has acquired and adapted for use by all employees at the University.
You can read more about Pure here.

Travelling and travel reimbursement in zExpense

On the travel office’s pages under the Finance Department’s service pages, you can find all the current rules for travelling and travel reimbursement at SDU.
When you have had expenses in connection with travelling, you must enter your travel reimbursement yourself in SDU’s digital reimbursement system zExpense.

• To find help, guidelines and guides, see the Travel Office’s pages about zExpense.
• Or log in directly to zExpense.

At SDU in Odense, there is a bicycle workshop where you can have your bicycle fixed quickly at an affordable cost. The bicycle workshop is located on Campusvej, facing the red bicycle path, just north of SDU Fitness.

The bicycle workshop is run by Folkebo Cykler. For opening hours, see the workshop’s website.

Smoking must take place in the outdoor 'smoking shelter'. This also applies to e-cigarettes.

Employees at SDU Odense and OUH have the opportunity to become members of SDU Fitness.

As an employee at SDU, you have the opportunity to use the swimming pool at the University for free at certain times of the day. See the opening hours for employees here.

SDU uses Microsoft Teams for telephony. Headsets and busylights can be ordered from SDU IT by contacting them on servicedesk@sdu.dk. Get more information about Microsoft Teams here.

As an employee, you are entitled to leave if you are unable to work due to illness. You are also entitled to leave in connection with visits to the doctor, doctor-referred treatment in the health system or dental visits (if they cannot be scheduled outside of working hours).

 

When you want to hire a student assistant, it is first necessary to clarify whether the unit can afford to hire one.

To do this, please consult with your immediate manager in writing to decide whether there is a salary budget for hiring a student assistant.

If confirmed, the recruitment process of the student assistant will have to be completed in collaboration with the unit’s local HR employee.

Read more about hiring a student assistant on HR’s service page.