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Employee portal

Employee handbook

for employees in the Science Faculty Administration

We have lots of opportunities and benefits to offer you as an employee, but we also have some rules, guidelines and procedures that you must adhere to. This employee handbook gives you an overview of the most important ones.


ID cards

You need an ID card in order to access the premises of the Science Faculty Administration outside of regular working hours.

Read more about how to use your ID card and what to do if you lose it.

Keys

Niels Kring is the health and safety manager of the Science Faculty Administration and Allan Haurballe Madsen is our health and safety representative, whom you are always welcome to contact if you have any ideas or questions regarding working environent. We regularly discuss the working environment at our secretarial meetings and go over the emergency response plan at least once a year.

Every three years the, SDU conducts a joint workplace assessment and well-being survey. The next will be done in the autumn of 2024.

Read more about working environment

Most employees in the Science Faculty Administration are covered by the faculty's flexitime scheme.

Specialist consultants, senior consultants and managers are not covered by the flexitime scheme. Instead, their working hours are governed by either or by the collective agreement for academics in the state (applies to university graduates), the collective agreement for journalists in the state (applies to journalists), or the Danish state's working hour agreement (other staff groups).

The office hours of the Science Faculty Administration are 9.00 to 15.00. Accordingly, you must be on duty within these hours on workdays, unless you have made other arrangements with your immediate manager.

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

As an employee in the Science Faculty Administration, you are free to spend up to one hour of working time per week on fitness and exercise activities – preferably together with at least one other colleague.

It is up to you to decide how the one hour is distributed across the week.

As an employee, you must follow SDU’s guidelines for the use of IT. In the guidelines, you can find out more about what is allowed – and what is not allowed – when you use SDU’s equipment, networks and systems.


Read the guidelines for the use of IT

You can take full or partial paid leave to look after a sick child if the following conditions are met:

  • it is the child's first or second day of sickness
  • it is necessary for the welfare of the child
  • circumstances in the workplace permit
  • the child is under 18 years of age
  • the child lives at home

If you wish to take leave on your child's first or second day of sickness, you must notify your immediate manager by e-mail no later than 9 a.m. on your day of absence, with a copy to Anne Christiansen.

SDU's rules on sickness absence

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.


The new holiday regulations mean that you as an employee can take holidays as you accrue them.

Holidays are accrued from 1 September to 31 August (the holiday year) and can be taken in the period from 1 September to 31 December the following year (the holiday period).

Special holidays are still accrued in the calendar year, to be taken in the period from 1 May to 30 April the following holiday year.

Read more about holidays at SDU


SDU campus location in Odense

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



Ad hoc remote working can be agreed with your immediate manager when your work assignments allow it. As a general rule, all employees in the Science Faculty Administration must be present on campus at least 3 days a week. Friday is presence day for everyone.

The individual team leader can also stipulate that the presence of their entire team is required on additional days.

Regularly recurring remote working requires an individual written agreement with Niels Kring.

Read more about SDU as a flexible workplace

On Fridays we we take turns bringing bread for our morning coffee – check in Microsoft Teams when it's your turn.

Remember to check the fridge for stocks of butter etc. before you buy any more. It is of course voluntary to participate in the bread scheme.

Lunch breaks are paid as regular working hours if the following conditions are met:

  • the length of the lunch break may not exceed 30 minutes
  • you must be on duty during your lunch break
  • you may not leave the workplace without permission from your immediate manager

Read more about working hours at SDU

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.


See our products and make your order

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.

In the Science Faculty Administration, purchasing is managed by Anne Christiansen. However, major purchases –  for example furniture and IT equipment – must be approved by Niels Kring. It is very important that all items are posted correctly already at purchase. Ask Niels Kring or Anne Christiansen in case of doubt.

Before you start any purchasing process, please check whether the item you need is available second-hand somewhere at SDU. You can do that through SDU's Commodity Exchange (opens in SharePoint).

On the Financial Services service page you can find SDU's procurement policy and all relevant rules regarding procurement and tendering.

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.


Our annual Christmas party usually takes place on the second Friday of December. The party planning committee usually consists of relatively new employees.

The faculty takes care of food and snacks (instead of a Christmas present), but you must bring your own drinks.

We have free coffee and tea facilities in the kitchen of the Faculty Administration, which we also use for meetings with external participants.

We currently have a filter coffee machine.


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

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.

Salaries are negotiated when you first accept your job offer and, after that, once a year.

For most staff groups, salary negotiations are handled by the union representative.

Read more about salary negotiations at SDU


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.

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.

Starting a job in a new place with many new colleagues and brand new surroundings is exciting, and you will naturally have a long list of practical questions that come to mind.

On the HR service page will find some of the practical information and administrative matters that will be helpful for you to know about your day-to-day work at SDU.


Biological parents, non-birth mothers, adoptive parents and people holding parental custody are entitled to 2 care days per child in each calendar year, up to and including the calendar year in which the child reaches the age of 7.

Child care days must be agreed with your immediate manager and entered into HCM.

Read the rules for child care days at SDU

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


Recognition is important in a busy life, but is often overlooked. Therefore, the Faculty of Science awards prizes to recognise a special effort among employees.

Prizes for and nomination of employees


PURE is a research registration system used by all Danish universities.

All researchers at SDU are required to register their publications in PURE, given that the registration of publications by each researcher is an element of the model for distribution of public funding for research to Danish universities.

Information registered in PURE is displayed in the SDU Research Portal, where all researchers at SDU have a personal profile displaying their research output, activities, CV and more for public viewing.

Read more about PURE

On the Financial Services service page you will find all SDU's rules on work-related trips.

The Science Faculty Administration has three Rejsekort Corporate electronic ticket cards which you can use across all public transport services in Denmark.  Anne Christiansen handles administration and lending of the cards. Whenever you loan a Rejsekort Corporate, you must state the destination and purpose of your trip.

Any reimbursable travel costs and expenses must be settled in SDU's system for reimbursement of travel costs and expenses, zExpense, no later than eight days after your return. Anne Christiansen can do this for you.

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.

SDU’s Office suite contains a variety of templates that can be accessed in PowerPoint and Word, respectively.

In PowerPoint, you will find, among other things, a number of ready-made templates that enable you to produce varied presentations. You will also find covers in different colours or with wallpapers and much more.

In Word, there are a number of different templates for, among other things, meeting minutes, notes, reports, flyers and posters.

The various templates are accessed via the ‘Templafy’ app, which is integrated directly into the Office suite.

Read more about the different templates and how to use ‘Templafy’ here.


Every other Thursday from 13.00 to 13.55 we have a secretarial meeting with knowledge sharing and information from the management.

An agenda is sent out in advance if the meeting requires preparation.

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.

As an employee at SDU, you can receive computer glasses if it is deemed necessary.

Find out if you can get computer glasses

You must notify your immediate manager (Niels Kring or Tine H. Kristiansen) that you are ill no later than 9.00 a.m. on the first day of illness - preferably by e-mail, with a copy to Solvej Davidsen. However, notifications by SMS message or phone call are also accepted if, for some reason, you are unable to send an e-mail.

If, on the first day of illness, you don't know when you expect to return to work, you should report sick every day throughout your period of illness.

If you are to undergo surgery or prolonged treatment, you must inform your immediate manager of the dates of your absence as soon as you know them. This is to enable the work to be planned and tasks to be reassigned.

SDU's general rules for sickness absence

Whenever possible, you should avoid disbursing for purchases made on behalf of the Faculty Administration or other SDU units.

Unavoidable disbursements must be settled via zExpense.


An employee development interview (MUS) is a meeting held annually between and employee and their manager.

The Faculty of Science follows SDU's general guidelines for employee development interviews (MUS), but has adapted the interview format to local frameworks.

Read more about employee development interviews (MUS)

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.

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.



Every year, the university celebrates its foundation at the traditional annual celebration on the last Friday in October.

On the day of the Annual University Celebration, the workday ends at noon.

Read more about the Annual University Celebration

Last Updated 27.07.2024