for employees at the Department of Molecular Medicine
Handbook for employees at the Department of Molecular Medicine
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.
SDUs bank: Danske bank, reg.nr. 4366, konto nr. 35 74 42 86 45
IBAN-nr.: DK-81 3000 35 74 42 86 45
Swift Code: DABADKKK
CVR/SE/VAT nr. 29283958
P-nummer: 1011488419
If you are expecting a child send an email to Lena Mikkelsen, your daily manager and Vivi Madsen at the Staff Office + your local safety and work environment representative telling expected due date. They will keep the information confidentially until you want to share it. Read more about maternity/paternity leave at the Staff Office's pages.
Please contact the department secretary if you need to order food and beverages for an event.
If TimeEdit is out of function, write lokalebooking@sdu.dk
These meeting rooms can be booked in the Outlook calendar by employees at IMM:
WP25.127: ”WP25-lokale127”
Cortex WP21: ” Cortexlokale0.16”
Lunch roomWP21, 3: ”imb-seminarrum”
WP25.108: "OD-WP25 (108)
WP25.104:"WP25 108"
Add the room's calendars to check if they are avaiable. Send the chosen room a calendar invitation in Outlook or book directly in the calendar.
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:
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.
When your employment at IMM starts, write Lena Mikkelsen to tell us how you want your holidays placed and if you bring holidays from your former employer. How to place the days, you arrange with your closes leader.
You earn 2,08 holidays a month and can use them straight away. They expire after 16 months. It is your responsibility to register your holiday plans when the administration asks you to. You place and move holiday insystemet HCM Read more about the Danish holiday rules at the Staff Office's pages. Questions can be adressed to lmikkelsen@health.sdu.dk
You also earn 0,42 special holidays a month from January 1st - December 31st. They can be used the year after from May 1st until April 30th.
DAYS OFF
The Christian Holidays as well as June 5 and December 24 and 31 are paid days off. At the day of the annual university party SDU closes at noon.
Some other occasions can be paid days off if your employeer allows it. Read more at the Staff Office's pages.
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.
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.
Grafisk Center is SDU´s in-house digital printing office. We provide a wide range of print services to staff at SDU.
If you want to apply for support for a guest lecturer, please contact imm@health.sdu.dk
When the employment committee has decided who they want to interview, they can invite the candidates by email with the following information:
Time and venue
Who will be participating
How long the interview is expected to last
If the candidates need to prepare something
Remind them about the parking rules
The employment committee arranges water etc. for the interviews.
After the interviews, the chair calls the chosen candidate with a job offer. If the candidate accepts, the chair passes this message to the staff office who will start working on a contract and send a written refusal to the applicants not invited. Candidates invited must get an oral refusal from the chair.
Following describes procedure in presence of a department secretary. In absence of a department secretary, please write imm@health.sdu.dk
When receiving a contract, the department secretary sends the new employee a welcoming letter with general information about IMM, orders an email account and access card and invites the person to an introduction to IMM. All other onboarding incl. creating office space, ordering equipment, prepare the introduction plan to the research group and plan for the first couple of weeks is handle by the new employee’s daily manager. We encourage the daily manager to a follow-up meeting after 1½ and 3 months.
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.
The Faculty's communication service can help you with communicating on social media, press contact og research mediation. If you have a piece of news you want to share write them. Please don't initiate contact with the press or respond to inquiries from the press without consulting the Faculty's communication service.
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.
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.
Who can use the cars:
We have two department cars, which can be driven by IMM employees for work purposes in Denmark.
Registration no. AY 51 106. Renault Megane, diesel
Registration no. BV 38 564. Skoda Fabia, gas
The cars have designated parking spaces between WP21 and WP23.
Safety rules:
Transport of N2 is not allowed.
Dangerous chemicals, e.g. toxics or explosives (ATEX) and radioactive materials, are not allowed.
Packages with dry ice are allowed for short distance/short time (e.g. OUH-SDU), no more than 2 kg and only in the trunk, not in the cabin. Windows must be open.
Items on dry ice must never be left in the car.
Living animals may never be transported before consulting a veterinarian. Mice and rats can be transported under the right circumstances, i.e. in a correct transport box and with relevant transport documentation.
Human blood samples and S1-classified material (cell suspensions, animal organs) can be transported in the trunk in suitable transport plastic boxes with closed lid secured in place by clip handles.
Booking Booking takes place in the MS Outlook calendar system. Add the calendars:
Make a booking entry with full name, cell phone number, destination directly in the car's calendar or send the chosen car a calendar invitation in Outlook. If you don't pick up the car at planned others can take it after 15 minutes.
Keys and travel registration protocol
The keys and travel registration protocols are stored in a locked cabinet in WP21 ground floor when the cars are not in use. The secretariat or work shop can tell you for the pin code for the cabinet.
Buying fuel and toll
Use the Ok card. Don't leave the car with an empty tank.
Remember
Always leave the car clean and locked.
Rapport problems with the car to sun-imm-vark@health.sdu.dk at your return.
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.
All permanently employees at IMM can apply the department for coverage of expenses for courses. Fill in the form and Head of Department will approve or decline.
As employee at IMM you can borrow a card if you need to purchase items from Salling Group, Silvan and Ikea. Ask the secretariat at WP25 or Lene Post at 21,3.
Once a year all employees with a contract on 15% or more are entitled to a development review with their daily manager. Read more on https://sdunet.dk/da/servicesider/hr/organisations-og-kompetenceudvikling/ledelsesudvikling/udviklingssamtaler-mus-grus-og-lus
In Outlook you can add the calendar "IMM-MeetingOwl" to check if it is available. You book by writing imm@health.sdu.dk
If you often drive to work, register your car at sduprofil.sdu.dk This permit lasts as long as your contract.
Otherwise register your car at the iPads at the entrance. This permit lasts 3 hours. Guests who need a permit for more than 3 hours can write in advance to 8888@sdu.dk
If you are fined but think you have parked correctly, write 8888@sdu.dk who will handle matters with the parking company
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.
All employees at SDU are obliged to use CWT as travel agency. Read how to get an account at https://sdunet.dk/en/servicesider/oekonomi/rejser/generelle-regler
If you need help with your travel settlement, send this form to Lone Steensen:
If you have a student who needs access to IMM’s premises and infrastructure, fill in this form.
If you have a guest who needs access to IMM’s premises and infrastructure, fill in this form.
If you need access to theanimal facility, fill in this form and send it including documents.
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.
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.
You can get classes for work use if a considerably part of your work day is in front of the computer. Fill in the form you find at https://sdunet.dk/da/servicesider/hr/arbejdsmiljoe/hvordan_kan_vi_arbejde_med_arbejdsmiljoe/fysisk-arbejdsmiljoe/indretning-skaermarbejdsplads
Applying for support for expenses in connection to conferences, symposiums etc.
Employees at IMM can use the Application form to apply the department for funding for transportation* and registration fee. To be granted an amount, you have to be employed when applying and when travelling.
Who can apply (in prioretized order):
-PhD students (PhD students can also apply the Phd School for funding. More information on their website)
-Postdocs
-Assistant professors
-Research assistants on a contract for at least 12 months
-Associated professors
-Professors
What can you apply for:
1. Participation (documented) for scientific conferences and symposiums within your field of research . Documentation could be an invitation to be speaker or acceptance of an abstract where you are the only presenter.
2. If you are functioning as Chair at scientific conferences and symposiums within your field of research. Attach programme and invitation.
3. Travelling in connection with well defined and documented research projects, normally travelling necessary to learn a specific technique to be used at SDU. Attach a describtion of contect and purpose.
4. Travelling of relevance to teaching methods that cannot be obtained otherwise. Attach a describtion of contect and purpose.
*Transportation is defined as transport from Odense to the city the conference etc. is being held. That means that e.g. taxi from the airport in Paris to the conference room is not supported.
You can apply for DKK 18.000 a year. You cannot be granted help to fund travelling alredy passed.
If you are granted money, remember to register the activity in Pure.
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.
If you are sick or home with a sick child, send a mail to Lena Mikkelsen og your daily manager + perhaps your closest colleagues. Send her a mail when you are back again. Employees at the animal facility are exempted: They must send a text message to their daily manager as early as possible.
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.
Avoid expenses from your personal accounts but if you have to send Lone Steensen this information:
Personal data
Name:
Date of birth (dd-mm-yy):
Purpose of expence:
Finance (state on of the two)
Projektnummer:
Analysenummer:
Expenses (Attach all receipts)
If you have had expenses from a personal account in connection with travelling for SDU, use this form.
If you work with human tissue the department will pay a preventive hepatitis vaccine at:
Danske Lægers Vaccinations Service Torvegade 1
5000 Odense
If you get your research leader to write the Head of Secretariat that you work with human tissue, he will then send you an approval on a mail you can bring to Danske Lægers Vaccinations Service who will send their invoice to us at EAN 5798000422896.