CS Employee Handbook

For instructions on how to obtain keys and access card, please visit this page.

Are there electrical faults in the kitchen or does your office door creak? With the app AAU Building Support you can easily report faults and deficiencies at Aalborg University. The app sends your fault report directly to the proper instances, who will arrange for fixing of the issue. 

Get the app in App Store or Google Play.

Most faculty and staff can request a standard business card. Please contact Susanne T. Larsen (or Helle Schroll) for more information. 

How to buy books for teaching and research? Find more information on this page

At Selma Lagerlöfs Vej 300 it is possible to buy a hot meal, a sandwich or a salad for lunch. 

You can book the canteen at Cassiopeia for special occasions (e.g. Open Day, large conferences and meetings, etc.):

Fill out the form at the bottom of this page and send it to Facility Support Team Øst. Your request must be approved by both Facility Support and Ulla Øland.

• Other AAU Canteens at Campus Aalborg

If you need catering for a meeting, conference or reception, please send an email to Dorthe Kjær Villadsen in due time before the meeting, detailing:

• What is the type of event (meeting, reception, conference etc.)
• In which room will the event take place
• Time and date of the event (including at what time the food should be ready)
• Number of participants
• Type of catering (coffee, lunch, snacks et al. - click to go to online ordering, in order to see menu) 
• Project number/Payment information

Please let Dorthe know if you have special wishes regarding type of catering/choice of menu.  

The catering is handled by the AAU Canteens

All parents working in the public sector are entitled to '2 childcare days a year' up to and including the calendar year when the child turns seven. You can request to use these in SHR.  

If you have trouble seeing your computer screen while working, you may be eligible for computer glasses paid by AAU.

For more information about who is eligible and how to apply, see this website (for now only in Danish).

Please read more about "copyright" at AAU by clicking here.

A course is normally 5 ECTS. Courses are normally given in block of 3.75 hours starting at 8.15 running to 12.00 or starting at 12.30 running till 4.15. The block is divided into a lecture session, usually 2 times 45 minutes, but some lectures prefer 3 times 30 minutes and a two hour exercise session where students sit in their group rooms and the lecturer visit them to answer questions. Some lecturer prefer exercise session, usually relating to the previous lecture, before the lecture, thus in such cases lectures start at 10.15 or 14.30. Schedules for courses are done by the semester secretary (Lene Even and/or Ulla Øland). Whether your wishes for schedule will be possible is dependent on room availability and schedules for other courses and activities the students must follow, but generally the semester secretaries do their best, given a scheduling problem of this complexity.

If you have praise or complaints regarding the cleaning services in the Cassiopeia building, please use the AAU Building Support app.

But remember:

• Clean up after yourself
• Throw away trash
• Do not leave dirty dishes in the sink/on the table in the kitchenettes. Please place them in the dishwasher/ wash your dishes.

At the Department of Computer Science, we follow a code of conduct.

Read the Code of Conduct

The department has two locations, one in Aalborg and one in Copenhagen.

For more information about the Copenhagen division, click here.

International staff is encouraged to participate in Danish language courses and courses in cultural training. The department refers to the Danish Courses provided at Aalborg Sprogcenter and for Campus Copenhagen UCpLUS. The courses are for free and can be either taken at the language centers or at AAU campuses in Aalborg and Copenhagen. 

Signing up for Danish classes is always done directly with the chosen language centre, regardless if it is at or off AAU campus.

Read more about Danish courses and cultural training courses here.

Please feel free to use a suitable template to put in the door plate

Department door label (1 person)
Department door label (2-3 persons)
DEIS door label (1 person)
DEIS door label (2 persons)
DEIS door label (3 persons)
DPW door label (1 person)
DPW door label (2 persons)
DPW door label (3 persons)

• Find logos and CS Word/Powerpoint templates incorporating the AAU visual identity here.

AAU has a general emergency policy and emergency plan.

• Read more about the emergency policy and plan here (for now only in Danish)

The F-Klub is a club for all students and employees at the F-sector, which means primarily Computer Science, Informatics, Software Engineers and Mathematics. The purpose of the club is to organize the social activities, also between the different studies.

• Visit the homepage to read more

For more information regarding implementation of the General Data Protection Regulation (also known as GDPR) within the research area, visit this website.

As of 1 September 2020, all employees will move from the current holiday scheme of staggered holiday to the new Holiday Act with concurrent holidays.

• For more information, visit the holiday page here

The International Staff Unit offers professional support and personalised guidance to all international staff members and guest researchers that come to pursue their career at Aalborg University (AAU). The International Staff Unit (ISU) is AAU’s single-point-of-contact for international mobility matters.

• Contact and find more information about the International Staff Unit here

International staff is also encouraged to join the International Staff Unit (ISU) on Yammer and Facebook. 

• The departmental IT equipment policy is available here

If you experience problems with your computer, mail or other digital AAU products, please contact ITS Support.

Contact

• Telephone: + 45 9940 2020
• Mail: support@its.aau.dk
• Find IT instructions on the ITS Support website

For instructions on how to obtain keys and access card, please visit this page.

Leave is usually granted in case another (non competing) job opportunity is checked out. Leave is typically granted for one year and may be extended. You can also apply for a sabattical period or an educational leave. 

If you wish to do so, you should make an application in writing addressed to the Head of Department and send it to Helle Westmark via hr@cs.aau.dk.

• Find all rules regarding paid and unpaid leave at AAU here

The main branch of Aalborg University Library is located at Langervej 2, where the library's collections of printed material are also located. All AAU staff is automatically registered as library users, and your AAU-Card is your library card.

• Visit the AAU University Library website

Members of staff can sign up for the library's department delivery service and have books delivered directly to their department.

• Sign up here

All employees are expected to participate in a number of different meetings and seminars during the year.

• Find more information about these meetings here 

Find information about maternity leave and parental leave in the AAU Handbook.

However, please always inform Lisbeth Juhl should you wish to apply for maternity/parental leave or if you have questions concerning this matter.

• Download the CS mail signature templates, which are compatible with Outlook

New to the department? We have collected some practical information to help you through those first often confusing days here.

• Visit the New Employee website
• Download the New Employee guide

Here you can access the new norms valid from Fall 2023 and the CS Hours system:

• Overview of CS norms
• CS Hours system

Occupational stress is a hazard for many employees. AAU offers all staff professional assistance to clarify work-related job satisfaction issues derived from the psychosocial work environment. This scheme constitutes an important part of the University’s efforts to reduce problems with cooperation, stress, harassment, etc.

• Psychological counselling service
• Working Environment at AAU 

Find information about maternity leave and parental leave in the AAU Handbook.

However, please always inform Lisbeth Juhl should you wish to apply for maternity/parental leave or if you have questions concerning this matter.

Once a year, all employees are offered a personal and work-related talk with their nearest leader, (in Danish Medarbejderudviklingssamtale), often referred to as MUS. The Head of Department conducts employee interviews with the department’s professors, the Deputy Head of Department, and the Head of Administration. Head of Administration conducts interviews with administrative employees. 

• Find more information about Performance and development reviews at Aalborg University here
• Targeted supplementary questions on CS

This material is intended as a supplement for the interviewer, making it easier to cover the whole person, work life, the Institute, and the future.

In some cases personal accounts may be obtained. Please see further details here (in Danish only).

• For more information about the Computer Science - PhD Programme, please visit this page

Employees at the Aalborg campus have individual or team mail trays (pigeon holes), located next to the back entry. External mail must be provided with a postmark, which is found next to the mail trays. Remember: The mail service is only intended for work-related correspondence. Internal mail (internally at the university) is to be sent in a brown envelope (A4) which is also found next to the mail trays.

• Policies and agreements confirmed by the Joint Committee (SAMU) and/or the Management can be found here.

• Regarding external press, please contact communications specialist Trine Jensen: komdatalogi@adm.aau.dk

Printers can be found in Cluster 5, 1 floor as well as in room 2.1.29, 2.2.29 and 3.2.29. 

Across AAU you are offered Follow-You or Secure printing, which allows you to print to a cloud printer. You can collect and release your Follow-You print jobs on all printers in the building/across AAU.

• For more information, guides and useful links, please visit this website

You can use your AAU Card and pincode to unlock and release Follow-You prints.

• Read more about AAUcard as print and copy card

Do you need to shred paper? The paper shredder is located in the printing room in Cluster 3, 1 floor.

At Cassiopeia

PostNord delivers incoming mail to the mail room next to the entrance, where you are to collect it yourself. Remember your access card.

Outgoing mail must be placed in the mail racks in the mail room. PostNord picks up mail on Mondays and Thursdays; please put them in the racks no later than 8 am. PostNord will frank outgoing mail.

If you have special needs, e.g. large shipments, Facility Support can be contacted by emailing the local facility support office.

Questions, please contact our service employee Dorthe Kjær Villadsen

For more info, click here.

In Copenhagen

More info to come

Budget, overhead and reporting. These are just some of the things that need to be taken into account when applying for and administrating external funding obtained through projects. The project finance team is ready to help employees with everything from applications to reporting and organizing events such as conferences. 

• Find more information about project finance here

AAU offers all staff members professional help through Dansk Erhvervspsykologi in order to clarify work-related issues related to job satisfaction that derive from the social and organisational work environment. This scheme constitutes an important part of the university’s efforts to reduce problems with cooperation, stress, harassment, etc.

For more information, visit the AAU Handbook Psychological Counselling Service page

• Year 2016-2020
• Year 2011-2015
• Year 2006-2010
• Year 2001-2005
• Year 1996-2000
• Year 1991-1995

• For reservation of lecture- and/or meeting rooms please visit Room Reservation for further information.

All researchers at Aalborg University are required to register research in the research registration system Pure, at least once a year (in November/December). Your research is then displayed through the VBN Research Portal. 

• Guide: How to register research 

Read about Information Security at AAU here

The AAU senior policy constitutes a subpolicy under the overall staff policy for Aalborg University and is aimed at senior staff in their last years at the University. 

• Implementation of AAU's senior policy at the Department of Computer Science is described here (in Danish)(in English)

According to the State’s Regulation on senior employee and retirement schemes, senior members of staff must be offered a senior interview in connection with their staff development interview.

• Guidance and template for conducting senior interviews can be found here (in Danish)(in English)

The university personnel policy can be found here (in Danish).

The paper shredder container is located in the rest area in cluster 3, 1 floor.

If you cannot attend work due to sickness, you must send an e-mail to sick@cs.aau.dk.

It is also recommend to advice colleagues or others who ought to know about your absence. 

After resuming to work please send an email to sick@cs.aau.dk informing the last date of sickness.
These rules apply for child’s first and second sickness days too.

• For more information about sickness absence, click here.

AAU’s telephony service is IP-based and integrates Skype for Business and mobile phones in the same number system. AAU has signed a supplier agreement with Telenor together with the other Danish universities.

Any mobile number included in this agreement will have a four-digit extension number in our number system and may be reached both by adding 6 before the four-digit number or by dialling the eight-digit mobile number.

If you need a new phone product - for instance headphones -  please contact Ulla Øland.

• Instructions for use of Skype for Business

A common AAU policy regarding the use of teaching materials has been approved by the Executive Management in June 2022 after consultation with the Main Joint Consultation Committee, academic councils and faculty consultation committees.  

Click to read the policy 

Information Letter including AAU formal regulations regarding the tenure track positions

• Tenure Track Assistant Professorship at CS

​Format and organizational details concerning the Yearly Evaluation Seminar

• Yearly Evaluation Seminar

​Agreement on the right of disposal for tenure-track assistant professors (English and Danish Version)

• Agreement on the right of disposal for tenure-track assistant professors

• Aftale om råderet for tenure-track adjunkter

• Visit the department's travel pages to find more information

Here you can find all current vacancies

How do I get connected with my laptop?

• For information about wifi, please click here.

We ask that you help us make our department as sustainable as possible. So, please observe the following:

• Use the garbage and recycling bins located in the corridors and kitchens.

• Use the bins in the printer rooms for paper waste.

• Dispose of cardboard waste in the containers in the garage next to the car park. Do not forget to fold the cardboard before dumping it! 

• Always sort your garbage before dumping it.

Larger items, renewables and hazardous waste (for instance cardboard boxes, bottles/cans and batteries) are to be placed in the containers in the garage next to the car park. This type of waste is not managed by the service personnel - you need to take care of this yourself.