Onboarding step-by-step is a guide that explains the steps faculties and departments/schools typically need to consider when hiring new international employees at AU.
The guide has been prepared in collaboration with the network for administrators and is aimed at administrative staff at departments/schools and faculties at AU.
While the guide provides a general overview of the onboarding process, it cannot stand alone; be aware that individual departments/schools and faculties may do things differently.
HR-FAK sends an intro email to the candidate/new employee with:
- Information form, which can be downloaded in TEMPLAFY under text elements, AU HR Employment Law Paradigms – Information forms, Supplementary Information ENG, Supplementary DVIP, VIP and AC TAP ENG.
The following information is communicated to the candidate and collected via the information form or by email:
- Information about and choice of pension scheme
- Information about researcher taxation
- Information about work and residence permits
- FAQ regarding terms of employment
- Consent from union representative and information regarding pay negotiation
- Information about seniority, children, sideline employment, etc.
- Information about the International Staff Office (ISO) and obtaining consent for contact
- Inform ISO about the candidate
The International Staff Office (ISO) sends information to new employees:
- Expat Partner Programme intromail
HR sends salary offer and initiates negotiation with the candidate/new employee:
- Salary negotiation with the union representative and head of department/school
- Preparation of employment contract
- Briefing of department/school, Finance at the faculty and union representative
- Collecting information and documents in relation to work and residence permits
- Application for work and residence permits
- Application for researcher taxation
- Information to pension provider on International Pension
- Info about Getting Started in Denmark
- Info about CPR (Danish civil registration number) and NemKonto Easy Account
Once the employment contract has been finalised and the employment contract has been drawn up, HR informs the department/school and financial controller/grant recipient about this:
- Sends an information email to the department/school stating that the employment contract has been sent to the candidate
- Sends notification email to the grant holder
Two-four weeks before start of employment, the department/school sends the first welcome email to the new employee.
- First welcome email:
- Make sure that the employee is in dialogue with ISO
- Information about equipment ordered and setup of AU email
- Programme with start date + first day and for the first week/two weeks including registration for Getting Started in Denmark
- Information about holiday, sickness, key card, materials for new employees, signing up for news mail
- Info/conversation about intro meetings, work station, access to various systems, etc.
- Invitation to watch Digital Welcome
- Assign the new employee a buddy if relevant
Get good advice on onboarding before the first day at work
The department/school/manager/hiring manager deals with the practicalities prior to the start of employment:
-
- Ordering telephone + key
- Assignment of office/work station
- Pigeonhole
- Ordering PC
- Activation of key card
- Registration for Getting Started + AU Workplace in Focus
- Creating a profile in RejsUd
- The department/school/manager/hiring manager should discuss the intro programme with the research director.
- The department/school/manager/hiring manager clarifies who is responsible for welcoming the new employee on their first working day.
Get tools and checklists for recruitment and onboarding
The department/school welcomes the employee on the first working day and presents the intro programme:
- Welcome breakfast with department/school
- Official welcome of the employee on the first day by the section secretary
- Buddy present on the first day
- Tour
- Handing out miscellaneous items (keys, etc.)
- Short intro meeting by the immediate supervisor
- Administrative welcome interview
- Meeting with the head of department/school, at which the new employee is ‘prepped’ to teach and apply for funding
Find advice on onboarding for the first day at work
The department/school/manager/hiring manager ensures that the new employee is informed about ISO events they can participate in and options for Danish lessons at AU:
After the employee has arrived, the department/school/manager/hiring manager sends the second welcome email.
- Second welcome email with more information about:
- GDPR
- Teaching
- MitHR (holiday, absence)
- Canteen
Get onboarding advice for the first 30 days of employment
HR follows up on new employees regarding employment practicalities and disbursement of salary:
- Registration in HRløn and mitHR
- Clarification of first salary payment
This is an opportunity for the manager and secretary to address any questions that have arisen during the first three months.
- 3-month meeting with the research director/hiring manager
- 3-month follow-up with the section secretary or another responsible contact person
Find advice and guidance on the three-month meeting