SDU has a common electronic access control system. As a general rule, the university's exterior doors will be open Monday to Friday in the period from 7 a.m. to 6 p.m. If you want access outside these times, you must use an access card.
When using the access card, you can enter through all external doors with card readers outside normal opening hours, as well as through the internal doors that are relevant in relation to the Department of Biology. The access card is also used for printing at SDU, borrowing books at SDU's library and gaining access to SDU Fitness.
You can read more about how to order an access card and what to do if you lose your access card on the Technical Services service page.
Keys
Department keys are managed by the department secretariat which is also responsible for handing out the keys.
Additionally, most technical-administrative staff members at the Department of Biology are covered by the faculty's flexitime scheme. Staff covered by this scheme, must send their monthly flextime reports to Lone Nørgaard Bruun at lyn@biology.sdu.dk, by the 8th of the following month.
The Biology Newsletter is issued by e-mail to everyone at the Department of Biology and other interested parties. The newsletter contains information from department meetings, staff news, guest lectures, vacant positions at the Department, birthdays etc. New employees must make a short presentation of themselves for the Biology Newsletter. Contributions to the newsletter should be sent to Lina Vestergaard, linav@biology.sdu.dk.
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.
As an employee at the Department of Biology you have access to the Department boats. Before using the boats, it is obligatory to get an introduction from the service group.
It is obligatory for employees using the boats to have a speed boat license. This will be paid by the department.
All SDU’s international employees with a contract of min. 1 year will be offered free Danish lessons. The cost of Danish education is paid by SDU. Please note that you must sign up for the Danish Language Programme or postpone it no later than 30 days after you have received your Danish CPR-number.
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.
At the Department of Biology you must must contact Lina Vestergaard, linav@biology.sdu.dk, if you have any questions about your holiday or would like help with your holiday planning.
Holiday is planned in HCM. Click on "Company Single Sign-On" to log on. Find guides for holiday planning in HCM here.
Regulations
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.
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.
The gift fund is for all permanent staff at the Department of Biology including PhD students. To join the gift fund it costs 100 DKK per year, which is paid either in cash to Iben Rosendal, or via mobilepay: 32 65 TZ (mobilboks), or via bank transfer to the following account: 5493-2096342.
Gift fund
After ½-2 years of employment: DKK 200
After 2 years of employment: DKK 500
At 30, 40, 50, 60 and 65 years of age, a gift is given for DKK 500, regardless of the employee's seniority.
A gift is given for DKK 300, regardless of the employee's seniority.
At the 25th and 40th anniversaries at the Department of Biology or SDU, a gift of DKK 500 is given.
To members of the gift fund, a gift is given for DKK 300.
In case of recovery after a long illness (more than 14 days), a gift of DKK 300 is given.
At the funeral/burial of employees or employees' closest relatives, 1 wreath or stretcher bouquet is given.
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.
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.
Find the external homepage of the Department of Biology here.
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.
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.
You can get free office supplies from the service group. Find the supplies here.
The Department of Biology has its own kitchen with a refrigerator, a microwave oven, a toaster, a cold water machine, a coffee machine etc. Put your name on your lunch boxes or bags in the refrigerators and remember to remove old packed lunch from the refrigerator.
Put your used tableware in the dishwasher. If the dishwasher is washing at the time, then rinse your tableware well before placing it on the kitchen counter.
The Faculty of Science has a mentoring programme for young female researchers.
Please contact one of the following researchers if you are a female PhD student, postdoc or assistant professor who is interested in having a mentor:
You are also more than welcome to contact one of the researchers mentioned above if you want to join the mentoring programme as a mentor.
Employees at the Department of Biology can exercise 2 x 30 minutes per week during working hours. To secure a break during the workday and to strengthen the social life at the department, the physical activities must be done in the middle of the day and preferably with other colleagues.
If the activity cannot be carried out in 30 min, you can use one hour per week for e.g. swimming or running. You cannot accrue time from one week to another. Exercise can also be stretching, mindfulness, and other activities after agreement with the Head of Department.
If you want to exercise more than 2 x 30 minutes per week, you can use your own time. However, you cannot use the lunch break along with the 30 minutes exercise and thereby be “unreachable” for an hour. Please also consider your working tasks and the collaboration with others.
SDU Moves makes initiatives during the year that can also be attended during the working day.
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.
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.
Employees at SDU have access to various online dictionaries either through the IP address at SDU or personal SDU login.
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.
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.
In the mail room at the Department of Biology all employees have their own pigeonhole for the mail they receive at the Department. Find it here.
PURE is a research registration system used by all Danish universities.
As a researcher at SDU, you are required to register your 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.
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.
Smoking must take place in the outdoor 'smoking shelter'. This also applies to e-cigarettes.
Smoking must take place in the outdoor smoking shelters. This also applies to e-cigarettes.
The SDU International Club arranges a number of social and cultural activities with the aim of helping staff from abroad to adjust more easily into life in Denmark.
The activities are for everybody employed at SDU and their accompanying spouse/partner/children.
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.
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.
At the Department of Biology you must report sick to Lone Nørgaard Bruun, lyn@biology.sdu.dk, on the first day of illness, no later than the start of your normal working day.
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.
The filled in and signed form must be handed in to Lone on the first day after absence.
The liquid nitrogen container is available in V12-409-0. If the container is empty, please contactNiels Møller at 21478654 or niels@biology.sdu.dk.
Tapping guidelines
Ask a laboratory technician for instruction before tapping for the first time.
Wear protective goggles and gloves.
Place the dewarkar under the tube.
Open the tap at the end of the tube. Liquid nitrogen now comes out of the tube.
Drain the desired amount of liquid nitrogen.
Close the tap again.
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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.
There is a possibility for free transportation with one of the cars from the Department of Biology (car no. 12) to Kerteminde. Students and employees working in Kerteminde have a shared duty to drive the car otherwise there are buses from the bus station in the centre of Odense that regularly go to Kerteminde. The car leaves at 8:30 from the university and returns at 16:30 from Kerteminde. For further information please contact Niels Møller, niels@biology.sdu.dk or 2147 8654.
Employees and master students do not need permission to drive, whereas bachelor students and students that are doing projects need permission to drive from their supervisor and from Erik Kristensen who is responsible for the cars.
Pressure cylinders can be transported on an electric trolley. Driving with an electric vehicle requires a "driving license for an electric-powered vehicle". In order to acquire such a license, you have to take an easy theoretical test that takes place under Technical Service, and a practical instruction from the Mechanical Workshop.
Premises where pressure cylinders are used must, for the sake of the fire brigade, be marked with a sign that reads: "Pressure cylinders are removed in the event of a fire".
Pressure cylinders must stand securely and be secured against tipping over, for example with a chain.
For hybrid meetings you can book the department's video conference system. First you need to book your meeting as a Teams meeting in Outlook and then invite the video conference system to your meeting. It is called: O-BI-Video-Cart. It is on wheels so you can move it to all the meeting rooms. When not in use, the video conference system is placed in the mail room, always connected to power and internet. Contact Peter Søholt for further information, peter@biology.sdu.dk.