Activities:

• The  PhD and Postdoc Activity Group organizes a variety of activities. There are also many clubs and associations that organize social activities.

Access card:

• To access university buildings outside of typical working hours, you will need an access card. Click here to request a card.

AU find:

• A map/directory of AU buildings and staff. Also available as an app.

AUPA:

• The coordinating body for all PhD associations at the university.

Carlson Wagonlit Travel (CWT):

• AU has an agreement with Carlson Wagonlit Travel for booking business travel. It is therefore recommended that you book air travel through them. You can book your trip via the Carlson Wagonlit Travel portal, but your travel profile must be activated before you can get access to this. Ask your group’s secretary for help.

Climate policy:

• AU is committed to reducing its climate impact. Read more about the climate strategy and concrete initiatives.

Clubs and associations:

• Explore the many clubs and associations for PhD students and researchers you can join.

Committees:

• The Department of Physics and Astronomy has several committees, including a PhD-committee. Find an overview here.

Communication:

• The university utilizes several different communication channels. Remember to check your e-mail and study portal regularly, so that you don’t miss out on important information.

Computers:

• Talk to your supervisor or find more information about IT services under IT-helpdesk

Conferences:

• It is expected that PhD students participate in relevant conferences. Coordinate participation with your supervisor. They can also help you with related expenses.

Course catalogue:

• Find courses and register using stads selfservice.

Course requirements:

• During your PhD study programme, you are required to complete PhD courses or similar subject elements totalling 30 ECTS credits. Find more information about course requirements and other activities.

Emergency response:

• In case of an accident or life-threatening situation, you can call the emergency response number for AU, 8715 1617. The line is staffed 24/7 but does not replace 112, which should always be called first. You can read more about AU’s Emergency Response Plan.

Facilities:

• If you have an issue relating to the facilities, you can contact facility management at NT-BygVest.Bygningsservice@au.dk. Their office can be found on the 3rd floor of building 1532. It is open on Tuesdays from 10:00 - 11:00.

Facebook group:

• Join the unofficial Facebook group ‘Ph.D. at IFA’ to stay up to date and connect with other  PhD students.

Fitness:

• As a member of staff, you have access to the AU fitness centre. You have access to equipment and weights as well as a variety of classes and physical therapy services.

Forms:

• Many forms will be in Danish. If you need help finding the right form and filling it out, you can ask your group secretary.

Friday Bar:

• The Friday Bar is a great way to socialize with others from IFA. It takes place every Friday from 16:00 in room 1525-229.

GSNS:

• Graduate School of Natural Sciences, where you can find general information about PhD programmes. They also handle most HR-services.

Going abroad:

• It is typical to go abroad for a period of at least 3 months during your PhD. 
  • Find information specifically for Physics and Astronomy.  
  • Find general information about going abroad through GSNS.

Holiday:

• Taking holiday in Denmark may be different from what you are used to. Any days of holiday earned must be taken. 

• Coordinate your holidays with your supervisor.

• Once you have agreed on holidays, send an an email to absence@phys.au.dk, cc your supervisor, with details of the dates.

• You can read more about holiday here or contact Heidi Pedersen, if you have questions.

HR:

• GSNS takes care of most HR issues. You can also contact the PhD partner, Karen Konradi.

Illness:

• Report illness to your supervisor. A declaration of absence in case of illness must be submitted to secretary Heidi Pedersen via absence@phys.au.dk

IndFak:

• IndFak is used for settling expenses. Ask your group’s secretary for help.

International Centre:

• The International Centre provides a range of services for international students at Aarhus University, from student housing to visa support.  The International Centre is located in the Dale T. Mortensen building. It also houses the IC Dormitory, which provides housing for international PhD students.

International staff office:

• ISO offers services specifically for international staff and accompanying family members. They can help you before and during your stay with practical matters and social activities.

Insurance:

• It is very important to have proper insurance. Find useful information in GSNS Insurance Guide for PhD students.

IT-Help Desk:

• Find useful information about equipment, software guides and more at IT-support. 
• You can find the helpdesk at 1521-310 or contact them here, or by e-mail, or phone at 8715 0944  Monday-Thursday 8.00 - 15.30; Friday 8.00 – 14.30.

Keys:

• If you need a key to your office you can contact Ann-Berit Porse Stærkær. 
• Students pay a deposit for a key.

Key cabinet:

• You will find IFA's key cabinet for cars and bicycles next to the faculty’s key cabinet In building 1520 in the hallway cabinet before room 120.

Language portal:

• You can find translation tools, dictionaries and writing guides here.

Library:

• The library at Ny Munkegade 118, building 1536, 2nd floor, covers the subjects of biology, ecoscience, environmental science, geology, geology physics, technical geology, physics, astronomy, iNANO, science studies, chemistry, didactics, medicine history and mathematics.

• Through AU library you have access to many databases, study areas, print and copy services, citation software, and you can always ask a librarian for help.

Mail tray:

You have your own mail tray in 1520-118.

Mit.au.dk:

A self-service portal where you can find information about your courses. Ask your group secretary if you need help.  

MyPhD:

A portal that helps students, supervisors and administration to track your studies and ensure that you are fulfilling your programme requirements. Click here for user guides and log-in.

News:

• Stay up to date on the latest news and current events by checking out the department front page and GSNS front page. News and events are also shared on the info screen around campus.

Office supplies:

• As an employee, you can find office supplies in hallway cabinet before room 316 & 320 in building 1522.
• In building 1524 room 114A, you can find envelopes, folders, a lamination machine and scale.
   

Parental leave:

• You must notify your department or section and GSNS no later than three months before the expected date of delivery for the mother and one month before the expected date of delivery for the father. Required forms and additional information can be found here.
• For non-employed PhD students, please contact PhD-partner Winni Siig Nielsen

PhD theses:

• For a list of PhD theses see PhD theses (au.dk)

Photo:

• All employees are encouraged to get their picture taken. Ask Jens Hartmann Schmidt, for help or book online. He will also upload the photo to your contact information on AU’s website.

PS!:

• Join PS!, the association for staff and students at Physics and Astronomy, by contacting Heidi Pedersen, 1522-312 or Brigitte Henderson, 1520-524.

PURE:

• Pure is an IT system designed to collect, maintain and display data related to research production. Pure data, including the researchers' publications, research activities, and projects, are displayed on the researchers' personal AU website. Ask your group’s secretary for help.

RejsUd: 

• AU’s system for handling travel expenses. Ask your group’s secretary for help regarding forms and guidance.

Rooms:

• Heidi Pedersen, 1522-312, can help you book rooms.

Salary: 

• For questions regarding your salary contact the PhD partner for Physics & Astronomy, Karen Konradi.
• Otherwise you can contact the Payroll Office by email at lonNT.hr@au.dk. Other contact information can also be found here (look under Team NAT-TECH).

Social Activities:

• Social activities: It is encouraged that you find a balance between your social life and your PhD. You can find inspiration in the links on the side or on the page Mental Health Tips

• Contact AU IT. Look under IT HelpDesk.

Staff service: 

• On the website, Staff service at AU you can find all sorts of useful information for employees.

Software: 

• Contact your supervisor or the IT HelpDesk (contact info above).

Travels:

• Coordinate your travel with your supervisor and your group’s secretary. 
• You can read more about AU’s travel policy here Aarhus University's travel policy

Webmail:

• Find information on how to use AU webmail here.

Website:

• The Department of Physics and Astronomy.

Work environment and safety:

• It is important to maintain a safe work environment, both physically and psychologically.  
• You can find various safety guides, information on what to do if you experience a safety incident, emergency contacts, and contact information for workplace safety representatives here.

Working hours:

• Coordinate your work schedule with your supervisor.