Are you onboarding a new employee?
Section tasks BEFORE the first day of work
Prepare for the first day of work
- Appoint a buddy to welcome the new colleague. This can also be yourself.
- Prepare an intro program for the first working day, including meeting time and place.
- Send a welcome email from the section presenting the program for the first working day and buddy.
- The secretariat sends an IT welcome email and a general welcome email.
- The secretariat takes care of ordering access cards and keys.
- Secretariat adds new employee to distribution lists.
Office space
- Find office space and inform the Secretariat about it (the secretariat has an overview of office space).
- Make sure the office space is prepared: A standard office space includes a desk, office chair, office lighting, monitors and dock. If furniture is missing, contact the Secretariat. IT equipment is ordered by your manager (see below)
- Make a door plate for the office.
Aquisition of IT equipment and phone
- If needed, order a computer, telephone and any related equipment via https://itwebshop.au.dk/.
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The immediate manager orders IT equipment and telephone themselves, and this is paid for by the project/section. Read the guidelines here.
- Standard equipment is always ordered as a rule, unless otherwise specifically agreed with the head of section. If you have specific professional needs (e.g. a Mac), you can apply to the head of section for approval. It is not possible to co-finance a purchase, for example if you want a larger iPhone.
- If a mobile subscription has been ordered, the mobile phone number must be sent to the ece@au.dk so it can be added to PURE.
Section tasks on the FIRST day of work
- Welcome the new colleague - remember to agree on a meeting time and place
- Plan a joint breakfast and/or lunch in the section/group
- Show the new colleague around relevant rooms and the canteen
- Pick up access card and key in the Secretariat
- Hold a start-up meeting with the immediate manager about tasks, expectations, upcoming events, etc.
- Schedule meetings with relevant colleagues
- The Secretariat invites the new employee to the first upcoming ECE Onboarding Meeting
The first three months
The first three is the period where the new employee gets a sense of what it's really like to be in the workplace, the culture, network and tasks. Make sure to incorporate this into the induction program.
At the end of the first three months, a three-month review (template) is held where the immediate manager and the new employee evaluate the first three months.
Especially for internationals
Learn Danish - All international employees are offered Danish lessons. New classes are started at the beginning of each semester.
Getting Started in Denmark - Encourage international employee to attend the Getting Started in Denmark event, where you will receive a CPR number, tax card, and EU residence permit, as well as important information about practicalities upon arrival.
Culture - when introducing international employees, there should be a special focus on culture: unwritten rules, norms and values in the workplace. Think about what your culture is like and talk about it, as there's nothing that comes naturally to new international employees.
Family - if there are accompanying family members, this can have a big impact on the employee's wellbeing. Ask about the family and make sure they have access to the help and resources they need.
Be aware if there are any accompanying family members who need special care and can benefit from special offers from the International Staff Office Expat Partner Program and Relocation Service even before arrival.
- Read more at internationalstaff.au.dk or contact the International Staff Office.
Training and introduction
The workplace has a statutory obligation when it comes to ensure that the new employee's work is safe and healthy.
In The Danish Working Environment Authority's guide on training and supervision of the work (Danish only) the following is stated:
The employer must ensure that the employees receive adequate and appropriate training and instruction in executing their tasks in a safe manner. In addition, the employer must make sure to supervise that the employees actually carry out their work in a safe way and follow the instructions (...)
At AU, the occupational health and safety organisation's task is to establish principles for training and instruction for the employees. The principles must be adapted to the working conditions and the employees' needs.