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
  • 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 card and keys
  • The secretariat adds new employee to distribution lists

See an example of a program for the first working day and start-up period (Coming soon)

Office space

  • Find office space and inform the Secretariat about it (Secretariat has an overview of available 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
  • Order a PC, telephone and any related equipment (AU IT-webshop). The immediate manager orders IT equipment and telephony themselves, and this is paid for by the project/section (ECE Operating expenses)

Planning the start-up period

  • Plan the start-up period for the new employee, including:
    • Calling to section meetings and other relevant meetings
    • Call for regular 1:1 meetings with the immediate manager during the first period
    • Book an introductory meeting with the head of department, if relevant

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.



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.