Welcome to the Department of Public Health - most often referred to by its Danish abbreviation IST.
An attempt to gather the practical information, that new employees will often need has been made - we think we've covered the most - but we may have forgotten bits and pieces.
IST is made up of a number of research units and centers.
In Odense we have:
Epidemiology, Biostatistics and Biodemography (EBB),
User Perspective and Communitybased Interventions (BBI (this is the Danish abbreviation)),
Both units are placed on level 1
DaCHE (Danish Center for Health Economics),
Research unit of General Practice (FEA (again the Danish abbreviation)),
Clinical Pharmacology, Pharmacy and Environmental Medicine (KFFM (you may have guessed it - it is the Danish abbreviation)).
These unit have the offices at level 2, as does the IST-secretariat.
In Esbjerg is:
Health Promotion .
Two of the units have their own secretariat:
FEA - Helle Reintoft Andersen - 65503830
Health Promotion - Bettina Gundolf - 65504214
All other employees may direct their questions to the mailboxes:
IST-sekretariatet@health.sdu.dk - this is the place to ask for information once you have sought to find the answer yourself on the SDUnet.dk.
IST-HR@health.sdu.dk - for all questions relating to HR.
IST-economy@health.sdu.dk - you are quite right if your hunch was to believe this to be the place to ask about economy.
Access card and Keys
The SUND-HR-department will issue an access card in connection with your employment. The card is to be used for the outer and inner doors outside of the official opening hours. The card also gives you access to print/copy. When you get your card you must activate it and chose a PIN-code. This is important as you may otherwise be unable to access the university outside the official opening hours, which are 07:00-17:00 for the outer doors and 08:00-16:00 for the inner doors at most places.
Once you have your access card - the IST-secretariat can make you a key.
You card is also used for printing and copying.
Access card and key must be returned upon resignation from SDU.
Office supplies
Standard office supplies; pen, paper, post-its, etc. may be obtained from the IST-secretariat. You may ask for specific supplies, but you may not necessary get the specific brand you like, as we have to comply with the rules for public procurement.
If you take the last or the second last of an item, please leave a note for Ngaio to buy some more.
Please note: Employees at FEA, should go to Lone Myllerup Hansen for office supplies.
Workplace Environment
General information about Workplace Environment at SDU.
Information about the Emergency Procedures at SDU.
Staff meetings
At most units a staff meeting is held regularly, please ask you secretary or one of your colleagues, what the practice is in your unit.
The heads of the research units usually meets with the head of the department once a month.
For the entire staff and student representatives we have the "Institutforum" once a year. This will always be well announced.
Minutes or summaries from various meetings can be found here: Udvalg og møder (some are only in Danish and some are in both Danish and English).
GDPR
Internally at IST Marie Kruse from DaCHE is our GDPR expert. She is also very much the person to talk to about the Research Instructions.
Performance and development reviews - in Danish called "MUS"
Once a you will have a talk about your performance and development with your immidate leader - most offent the head of your research unit.
Illness,vacations and absence
You must allways report til IST-HR if you are absent from work. Reasons may be illness, your childs 1. or 2. day of illness, planned illness, care days, maternety/paternety leave.
Illness
Let IST-HR know as early in the day as possible if you or your child has fallen ill and you therefore are absent from work, you may send an e-mail. It might be a good idea also to let your closest colleague know that you are not comming in. Remember to send an e-mail once you/your child is well again.
Vacations
Once a year all employees are asked to registre their prefered periods of vacation for the "holiday year" (ferieår: September 1 - December 31 the following year). Shold you later need to change the periods this is possible, however, changes must alway be made before the vacation.
Mail (the paper kind)
In Odense mail is delievered in two "Mailrooms".
"Marken" room V18-700c-0 is where mail for EBB, BBI, DaCHE and the IST-secretariat is delievered.
"Toften" room V18-806c-0 is where mail for FEA and KFFM is delievered.
If you are picking up mail and see mail for others at IST then please bring it up til the secretariat. The IST-secretariat picks up mail daily (except for Thursdays). FEA and KFFM pick up their own mail.
In Esbjerg the mail is delievered to the units. Ask your secretary or one of your colleagues where you may pick it up.
Outgoing mail to foreing countries must alway be marked with "A Prioritaire".
The Outlook Calender function
Please use the Calender, that comes with Outlook and make sure you grant a general access to it. You are expected to share your calender with your secretary/secretariat. Please register your meetings, teachings, travels, holidays etc. You can use the lock function for your private appointments.
Phone and online meetings
We use Microsoft Teams for online meetings and for talking on the telephone. The IT department has already installed this on your computer once you get it. Should this not be the case you can find the program in the Softwarecenter.
IT
If you have a problem with you IT equiptment you can contact IT-helpdesk via: Https://service.sdu.dk/support/home In case of urgency the department can be reached by phone 2990.
Is this all there is to it...
No - of course it is not. We do hope though that we have helped with some of the information that you need as a new employee.
The official onboarding site for SDU
IST on SDUnet (our intranet)
IST on SDU.dk (the external webpages)