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Getting help and quick guide

Who can help you in your daily work?

Your supervisor

• You coordinate your work schedule, holidays and potential time in the lab with your supervisor.
• You should also confer with your supervisor for computer and software, books and other expenses related to your work, travels, participation in conferences, seminars, workshops etc.
• If you have any questions you can’t seem to answer, start out by asking your supervisor.

Your group's secretary

• Your secretary can help you with PURE, RejsUd, IndFak and other AU systems.
• She can also help you if you have any questions regarding the rules for travels, policies, payments, group events and so on.

GSNS- The PhD school

• GSNS (Graduate School of Natural Sciences) deals with issues related to employment, contract, salary, leave, study delay etc.
• Most HR services for PhD students are covered by the graduate school.
Find rules and regulations, quick guides, forms and templates in GSNS’ guides at the overall site here.
Find more information here about going abroad, how to apply for courses, how to use MyPhD and much more.
• Contact information: PhD Partner for Physics and Astronomy, Karen Konradi, konradi@au.dk. For any questions regarding your salary contact Karen Konradi. 

Your PhD represetatives

Your PhD representatives in the PhD committee:

They form the link between the PhD students and the administrations at the DPA and the GSNS respectively, and can for example help you if you feel something (structural or similar) about your studies could be improved, see https://phd.nat.au.dk/about-us/organisation

Your PhD representative in the Department Forum at the Institute:

The Department Forum at the Institute consists of employees and students. They discusses the status of the Institute and academic questions. If any questions, read more here or contact your PhD representative.

Your study secretary

• Can help you if you have questions related to courses, exams, print, insurance, illness, or if you need help finding the right contact person. Your secretary is Ann-Berit Porse Stærkær, aps@phys.au.dk

Quick guide for PhD students

PhD - Tips & Tricks, from PhD students

A

Activities and committees:

Admittance card:

  • Issued by Building Service - caretakers. Get a form and sign it by Ann-Berit Porse Stærkær, 1522-314.

C

Caretakers

Committees:

Communication:

Computer:

  • Ask your supervisor.

Conferences:

  • Make an agreement with your supervisor about participation and expenses.

Course catalogue:

Courses - sign up:

CWT:

  • 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.

F

Forms:

  • Most of AU’s forms are unfortunately in Danish. Ask your group’s secretary for help.

H

Holiday:

  • Days of holiday earned must be taken. You agree with your supervisor as to when to take holidays. The contact person at the department for registration is secretary Heidi Pedersen, room 1522-312, heidi.pedersen@phys.au.dk. A holiday registration form must be handed in to Heidi. Read about the rules here.

HR:

  • Most HR services for PhD students are covered by our graduate school. Contact PhD partner Karen Konradi, konradi@au.dk, phone 93 52 22 92, room 5221-216.

I

Illness:

  • Report illness to your supervisor. A declaration of absence in case of illness must be handed in to secretary Heidi Pedersen, building 1522, room 312 

IndFak:

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

International Centre:

International club:

Insurance:

IT- HelpDesk: 

K

Key:

  • If you need a key to your office you can contact secretary Ann-Berit Porse Stærkær, 1522-314. Students pay a deposit for a key.

L

Library:

M

Mail tray:

  • You have your own mail tray, building 1520, room 118

Mit.au.dk:

  • Self-service site with log in – ask your group’s secretary.

MyPhD:

N

News:

  • Check out news, events and useful links here and here.

O

Office supplies: 

  • If you are employee you can find office supplies in hallway-cabinet before room 316 & 320 in building 1522.
    In bulding 1524 room 114A you can find envelopes, folders, lamination machine and scale.
    In building 1520 at the hallway-cabinet before room 120 you will find IFA's key-cabinet (for cars and bicycles) next to the Faculty's key-cabinet.

P

Parental leave:

PhD theses:

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, building 1522, room 312 or Brigitte Henderson, building 1520, room 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.

R

RejsUd

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

Rooms:

S

Salary: 

Social Activities:

  • Visit the Friday bar every Friday at 16:00 in room 1525-229 and look at the Facebook group for PhD students at IFA. The group is called ‘Ph.D. at IFA

Software:

  • Contact AU IT. Look under IT HelpDesk.

Study place:

T

Travels:

  • Coordinate your travel with your supervisor and your group’s secretary.
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