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International Recruitment Toolbox

Toolbox

AU provides a wide range of services to support the process of recruiting international researchers and PhD students

Recruitment

Employment

The HR partners and HR supporters in the HR-departments in the administration centres are responsible for the day-to-day running of the HR area in relation to, among other things, recruitment of international staff.

The HR-departments assists throughout the employment process and offers support and advisory service with issues and matters relating to the recruitment of international staff.It covers issues such as pension, holiday, social security, work and residence permit, leave of absence etc.

The AU HR website offers thorough information on recruitment and employment at AU.

Contact your HR-partner for further information and assistance.

Microfunding for PhD students and researchers

The Aarhus University Research Foundation offers microfunding in order to help international PhD students and researchers who have economic constraints to do with their move to Denmark. The funding is especially targeted at applicants from low-income countries. 

The intention of microfunding is to cover costs before and in the beginning of a research stay at AU. It is expected that the funds will typically be used to cover costs related to travel to obtain visas and necessary paperwork, travel to Aarhus, deposit for housing and pre-paid rent/deposits.

Due to the Danish Tax regulations it is very important that the applicant receives the money before they move to and register in Denmark.

Target group

The funding is intended for people who are not able to cover the considerable costs associated with moving to Denmark. The funding is especially targeted at applicants from low-income countries.    

The department/supervisor applies on behalf of the PhD student/researcher and the application is based on the supervisor's/department's assessment on whether the PhD student/researcher needs the funding.

The department can apply on behalf of PhD students and researchers at postdoc, assistant professor, associate professor, or professor level. It is a requirement that the student/researcher is being hired from abroad and has a written agreement of employment or enrolment at AU.

It is a requirement that the PhD student/researcher has already accepted the enrolment/employment at AU, and that he/she can contribute significantly to the research at AU.

Contact and further information

For additional information regarding microfunding and the application process, please contact:

Vibeke Tyrre Pedersen via microfunding.fe@au.dk.

Read more about microfunding for PhD students and researchers

Starting Grants

Assistant professor/researcher Starting Grant

AUFF offers a number of Starting Grants to assistant professors/researchers in order to attract particularly talented and internationally recognized young researchers at Aarhus University and provide optimal conditions to consolidate the establishment and start-up of independent research groups.

Associate professor/senior researcher Starting Grant

AUFF offers a number of Starting Grants to associate professors/senior researchers in order to attract internationally renowned researchers as associate professors at Aarhus University and provide optimal conditions to consolidate the establishment and start-up of independent research groups.

How to apply

Starting Grants have four application rounds a year. However, in recruitment situations it is possible to apply with a process that is both simple and short:

If a department with the dean's approval sends a motivated recommendation (i.e. not the general application form) to AUFF, they will be able to make a grant commitment in the course of a week (or even less).

In general, the grant committee is very obliging to applications as long as there is support from the department and dean plus a sufficiently high academic level of the applicant.

See detailed information about the application process, deadlines and requirements in the AUFF Guide to Applicants

Contact and further information

Please direct any questions regarding AUFF Starting Grants to:

Jane Chor
Aarhus University,
AU Research Support and External Relations,
Talent Development

Mobile: 2165 6715
Email: jchor@au.dk

For further information, visit the AUFF page about Starting Grants

Informal interview about various aspects of life in Denmark

When deciding to relocate to a new place there are a lot of issues and questions to be dealt with, especially in when the new employee is relocating with a partner and/or children. Questions on where to live, schooling or daycare for the children, the accompanying partner's career, etc., are often just as important as salary or research facilities.

As part of the Relocation Service, the AU Relocation Officers therefore offer to undertake a Pre-recruitment Meeting to clarify the expectations of the candidate and his/her partner. The meeting can either be in Aarhus (at the  deparment or International Centre) in the case that the candidate is in town on a pre-visit, or it is also possible to arrange a Skype meeting or a video conference.

A Pre-recruitment Meeting is offered to international researchers relocating to Denmark for a position at AU at the level of Postdoc or Professor (Assistant, Associate or Full Professor).

The purpose of the meeting is to give the candidate a realistic impression of their possible future life in Denmark. The agenda may deal with matters large and small about their future life in Denmark. Some of the topics usually discussed are:

  • Partner/spouse support and career services
  • Life in Denmark (lifestyle, environment, security etc.)
  • Health care and social security system
  • Children and living with children in Denmark
  • Schools, daycare etc. in Denmark (options, how it works etc.)
  • Housing and accommodation
  • Insurances, pension, taxation

Contact the Relocation Service Officers for further information or to set up an appointment.

Relocation

AU Relocation Service

Relocation Service offers personalised one-on-one assistance to international researchers relocating to Denmark for a position at AU.

AU provides relocation services to both international professors and postdocs:

Relocation Service for professors

The Relocation Service for professors offers assistance to international researchers relocating to Denmark for a position at AU as Assistant Professor or above (Assistant, Associate or Full Professor).

The Relocation Services for professors provides information about and assistance with all non-academic and non-contractual issues related to relocating to Denmark. Information and assistance is on an individual basis and covers the different phases of the relocation process.

A pre-departure meeting with the professor (and her/his partner) is offered (in Aarhus, on Skype, videolink or phone) to assist them with non-academic, non-contractual issues related to their relocation to Denmark. It ususally includes relocation practicalities, information about housing, assistance with finding schools and daycare etc.

Relocation Service for professors includes a housing service providing assistance with finding accomodation in the Greater Aarhus area.

Contact

Please refer to the Relocation Service website or contact the Relocation Service Officers for further information.

Relocation Service for postdocs

Researchers relocating to Denmark for a position as postdoc can benefit from the AU Postdoc Relocation Service.

The Relocation Services for postdocs provides information about and assistance with all non-academic and non-contractual issues related to relocating to Denmark. Information and assistance is on an individual basis and covers the different phases of the relocation process.

A pre-arrival meeting with the postdoc (and her/his partner) is offered (in Aarhus, on Skype, videolink or phone) to assist them with non-academic, non-contractual issues related to their relocation to Denmark. It usually includes relocation practicalities, information about housing, assistance with finding schools and daycare etc.

House-hunting is supported by the AU Housing website which facilitates contact with landlords, provides a guide for how to find housing and assistance with understanding housing leases.

Contact

Please refer to the Postdoc Relocation Service website or contact the Relocation Service Officers for further information.

Housing search

Professors

Relocation Service for professors includes finding accommodation in the Greater Aarhus area. The service is offered to international researchers who are to be employed in positions as Assistant Professor, Associate Professor or Full Professor.

Relocation Service for professors includes a one-on-one housing service providing personal assistance with finding accommodation in the Greater Aarhus area. Personal assistance with understanding the housing lease contract before signing it is included in the service.

Please refer to the Relocation Service website or contact the Relocation Service Officers for further information.

Postdocs

Postdocs looking for accommodation are supported by:

  • The AU Housing website which facilitates contact with landlords and allows you to advertise your search or to find advertisements
  • A guide on how to find housing in Denmark, including "Dos and Don'ts"
  • Personal assistance with understanding a housing lease contract

Please refer to the Postdoc Relocation Service website or contact the Relocation Service Officers for further information.

Other academic staff

AU Housing provides assistance to international students, PhD students and staff in their search for accommodation when the person in question is relocating to Aarhus in relation with enrolment or employment at AU.

AU Housing has access to rooms/flats in Aarhus, Herning and Emdrup. As well as single rooms with/without private bathroom at dormitories and rooms in shared facility houses, the housing office runs the IC Dormitory (a PhD dormitory on campus) and allocates rooms at the Teknolog and Vennelyst Dormitories.

Many rooms are reserved for special target groups and can only be reserved by these. At the Housing website you find an overview of accommodation available to the different target groups and information on how to apply.

AU Housing also conveys all types of accommodation to sublet via the Housing Site.

Contact

Visit the AU Housing homepage for further information about about the AU Housing application process 

Information about moving to Denmark

Webportal for International Academic Staff

At AU's comprehensive web portal, www.ias.au.dk, you can search topics A-Z for information on anything to do with moving to and staying in Denmark as an international research. The website covers the non-academic, non-contractual issues related to relocating to and living in Denmark. 

The website provides useful sections giving an overview of both need-to-know and nice-to-know topics targeted towards each progressive phase of relocation:

Publications for International Academic Staff

AU also offers a number of publications for the international researcher and his/her family in connection with their move to Denmark.

Browse, download or order the publications here.

Expenses for travel and relocation

In connection with the employment of academic staff who have been recruited from abroad, AU is permitted to cover reasonable and documented expenses for travel and relocation for the employee in question and, to a limited extent, any accompanying family members.

The individual departments or research centres have the possibility to pay these expenses out of their own budget.

It is important to point out that there is no AU policy on this issue, nor provisions for a joint AU pool for the expenses.

Contact your HR-partner for further information.

See this website (in Danish) for details on the legal basis for requesting reimbursement.

Permits and registration to live and work in Denmark

Work and residence permits

Work and residence permits are required for non-EU/EEA citizens

International employees without an EU/EEA-citizenship must, as a general rule, hold a work permit before he/she starts to work at AU. Many non-EU/EEA-citizens will also need the work and residence permit to enter into Denmark.

The immigration authorities' processing time for work and residence permits is 30 days and it is strongly recommended that you initiate the application process at least 60 days before the researcher travels to Denmark.

The application process is handled by  AU HR for researchers or the graduate school for ph.d.-students.

Contact your HR-partner or the graduate school for further information.

Application fees

The application for a work and residence permit is subject to fees. The application fee for the proceedings at the immigration authorities plus the fee for the embassy is approx. DKK 4,000 per person for researchers and approx. DKK 2,500 for PhD students. The additional fee for each accompanying family member is approx DKK 2,500. The embassy fees may vary from one embassy to another.

AU is allowed to pay for these fees, including the fees for accompanying family members. Each department or research centre has the possibility to pay these expenses out of their own budget.

It is important to point out that there is no AU policy on this issue, nor any provisions for a joint AU pool for the expenses.

Contact your HR-partner or the graduate school for further information.

See this website (in Danish) for details on the legal basis for reimbursement.

Personal assistance in registering with the authorities after arrival

The 'Getting Started in Denmark' event offers personal assistance in registering with the authorities, e.g. for a tax card, a civil registration number (CPR-number), an EU Registration Certificate etc. - all in one visit. The goal of the event is to aid new international employees in making a smoother transition to Denmark.

In addition to the registering with the authorities, the event also provides participants with important "need-to-know" information as well as clarification of any problems to do with registering in Denmark.

Target Group

'Getting Started in Denmark' is for all newly arrived international staff members, PhD students, guests and their families.

Getting Started in Denmark is specifically targeted towards employees that will reside within the greater Aarhus area (see list of municipalities). If the employee will be residing outside the greater Aarhus area,  the International Helpdesks in Foulum and Roskilde can offer assistance with registration upon arrival in Denmark.

It is not necessary to attend a Getting Started event if the stay in Denmark will last less than 90 days since most authorities do not require registration for short-term stays.

More information and sign-up

Getting Started is held twice a month on Fridays. Participation is free of charge but sign-up is required. The number of participants is restricted and early sign-up for the event is recommended.

Read more about Getting Started and sign up for the event.

Healthcare

Researchers have the right to all public healthcare services if they take up residence in Denmark. Residence means that you reside at a fixed address for more than 90 days.

Contact and further information

Contact your municipality for further information.

Visit our website about Healthcare

Pension, holiday and tax schemes

Pension contribution paid out on top of the salary

It is possible for fixed-term international researchers employed by AU to be exempted from paying pension contributions. An amount equivalent to the pension contribution (calculated at 17.1 % of the base salary plus pensionable supplements), will be paid out on top of the the monthly salary.

Target group

In order to be eligible for pension exemption, the employee must meet the following requirements:

  • Employment as a researcher, research assistant, PhD fellow, postdoc, assistant professor,  associate professor or professor
  • Non-Danish citizenship
  • Fixed-term employment – maximum of five years
  • Recruited from outside of Denmark

Contact and further information

Read more about pension schemes for international employees.

Contact your HR partner for further information and assistance.

Pension contribution taxed immediately when transferred to a pension fund

The International Pension Scheme (also know as the "section 53 A"-scheme") allows some academic employees to have their pension contribution taxed immediately when transferred to their pension fund.

The pension contribution will be taxed immediately as salary according to the employee's current tax status and transferred to a pension fund every month. This means that every month he/she will pay income tax on the monthly pension contribution. 

In return (and as a rule), there will be no tax charge when your pension fund pays out your pension savings at retirement, in contrast to the ordinary pension contribution scheme outlined above.  

Target group

In order to be eligible for the International Pension Scheme, candidates must:

  • Be employed in accordance with the Collective Agreement concerning Academic Staff employed by the State
  • Hold a degree within one of the fields represented by the pension funds UNI-Pension, JØP or DIP

Contact and further information

Read more about pension schemes for international employees.

Contact your HR partner for further information and assistance.

Paid holiday from the start of the employment

Usually, holiday accrued must be taken in the year following the year of accrual. However, for foreign employees the holiday may be taken while being accrued. It basically means that international staff have the opportunity to gain paid holiday from the start of their employment (called "concurrent holiday").

Target group

The rules on concurrent holiday apply to all foreign employees under the researcher taxation scheme:

  • The employee will be employed in a position at a minimum level of assistant professor at the time of employment.
  • The employment as a researcher must begin no later than one month after his/her arrival in Denmark.
  • The employee must not have been tax liable to Danish tax during the last ten years prior to the beginning of his/her employment

Please refer to the website on the Researchers Taxation for the full list of requirements.

In addition, the rules on concurrent holiday also apply to:

  • PhD students
  • Research assistants
  • Postdocs/assistant professors/researchers, associate professors, senior researchers, professors and professors with special responsibilities under the job structure for academic staff at universities not covered by the researcher taxation scheme
  • Department heads
  • Assistant professors and associate professors under the job structure for the Bachelor of Engineering programme and the Global Business Engineering programme not covered by the researcher taxation scheme

Contact and further information

Read more about concurrent holiday.

Contact your HR partner for further information and assistance.

Researcher Taxation-scheme – gross tax rate of 26%

The Researcher Taxation scheme means that the salary is subject to a gross tax rate of 26% for up to 60 months (5 years) instead of the normal income tax rate. In turn, the staff member cannot deduct any expenses in connection with the salary and is not entitled to the standard personal allowance in the calculation of the tax owed.

The gross tax amounts to approximately 32% including contributions to Danish social security (labour market contributions).

Upon termination of the researcher taxation period, the employee becomes subject to taxation in accordance with standard rules.

Target group

The rules on concurrent holiday apply to all foreign employees under the researcher taxation scheme:

  • The employee will be employed in a position at a minimum level of assistant professor at the time of employment.
  • The employment as a researcher must begin no later than one month after his/her arrival in Denmark
  • The employee must not have been tax liable to Danish tax during the last ten years prior to the beginning of his/her employment at AU

Please refer to the website on the Researchers Taxation for the full list of requirements.

Contact and further information

Read more about the Researcher Taxation Scheme.

Contact your HR partner for further information and assistance.

Read more about the tax scheme for foreign researchers and highly-paid employees under SKAT: Guides on the SKAT website.

Tax consulting service (payment required)

For a specific assessment of a individual case it is recommended that the candidate establishes contact with a accounting firm to get an overview of the researcher total tax situation (i.e. including the significance of any partner, foreign property income etc. ).

AU has an agreement with PwC, which offers a range of different packages. In accordance with the agreement between AU and PwC, each department/school/centre must pay individually for PwC's services rendered.

Contact and further information

Read more about the agreement with PwC

PwC’s specialists:

Introduction to AU and Denmark

AU lntroduction Day

lntroduction Day is Aarhus University's official event to welcome new members of staff. Danish and international members of staff are invited, and part of the programme is in Danish and other parts of the programme in English.

During the lntroduction Day, you will find out more about Aarhus University as a workplace, you will get a chance to expand your network and learn about the university's goals, vision and future.

Target group

The event is for all salaried employees - lecturers, PhD students, researchers, etc.

Contact and further information

For further information about lntroduction Day please contact:

  • Ms. Anne P. Langer, apl@au.dk for information about the English part of the programme
  • Mr. Henrik Philipp Vestergaard, hpv@au.dk for information about the Danish part of the programme

Read more about lntroduction Day on the Staff Portal

Welcome package

Aarhus University has a welcome package with introduction materials, maps and AU information guides.

The welcome package is available in a Danish as well as an English version. The English version is handed out at the Getting Started in Denmark orientation and registration event and at the AU lntroduction Day.

You order the welcome package via webshop

Contact and further information

For further information about the welcome package, please contact AU HR, Henrik Philipp Vestergaard, hpv@au.dk

Read more about the welcome package on the Staff Portal

New Employee information

New employees at Aarhus University can gain a lot of useful information on the AU website New Employee at AU. Here you will find information about Aarhus University, lntroduction Day, useful information and links, the welcome package and the Empower Talent Mentor Scheme.

Visit New Employee at AU

The homepage for international academic staff contains the On-arrival section targeted at newly arrived staff. The On-arrival section contains information about registration, healthcare, insurances and other important arrival issues.

Visit ias.au.dk/onarrival

Helpdesks in Aarhus, Foulum and Roskilde

Aarhus International Helpdesk

The Aarhus International Helpdesk assists international PhD students and researchers working at Aarhus University. The helpdesk is located at the International Centre reception, Student & Staff Services, and assists you if you need general advice regarding CPR numbers, residence and work permits, registration certificates, Danish courses, family issues, etc. You will also receive a welcome package from Aarhus University.

lf you have many questions or detailed problems, it is advisable to contact International Academic Staff Services by e-mail or set up a meeting.

The helpdesk is open all weekdays from 10am to 2pm, Thursday 10am to 1pm

Read more about Aarhus International Helpdesk on the IAS Contact page

Foulum International Helpdesk

The Foulum International Helpdesk assists international PhD students and researchers working at Campus Foulum. The helpdesk is run by international coordinator Helle Karvonen, who assists internationals with registration with the public authorities, opening of a bank account, tax issues/getting a tax card, housing, insurance, pension and Danish courses.

The Foulum International Helpdesk assists international employees, their families and guests connected to Campus Foulum.

The helpdesk is open Tuesday, Wednesday and Friday

Read more about the Foulum International Helpdesk

Roskilde International Helpdesk

The Roskilde International Helpdesk assists international PhD students and researchers working at campus Roskilde. The helpdesk is run by international coordinator Klaus Condé Christensen, who assists internationals with all questions related to being an international staff member at Campus Roskilde.

The Roskilde International Help Desk assists international employees, their families as well as guests connected to Campus Roskilde.

All international employees are invited to an informal meeting with the International Coordinator shortly after arrival.

Read more about the Roskilde International Helpdesk

Language, mentor and leisure

Danish lessons

All new non-Danish citizens above the age of 18 have the option of taking free Danish courses. The courses take place at language centres around the country. 

In Aarhus we offer free Danish courses in cooperation with Lærdansk. You have the possibility to sign up for a variety of courses (intensive crash course, semester course and online course).

Target group

The offer is targeted at international academic staff and accompanying partners.

Contact and further information

If you use the Relocation Service, you may contact our relocation officers for further information about relevant course offers.

AU has a Lærdansk coordinator on campus. You may contact the Lærdansk coordinator about Danish courses offfered by Aarhus Universiversity.

Read more about Danish courses

Empower Talent! Mentor scheme

Empower Talent! is a mentor scheme for academic staff at Aarhus University 

Empower Talent! matches staff at assistant professor (assistant professor/researcher/postdoc) level with more experienced colleagues at associate professor level or above. 

The purpose of the scheme is to support and develop the professional and personal career potential of the academic staff. 

Empower Talent! is voluntary. Participation is based on the mutual interest of both the mentor and mentee. 

Target group

Mentees: Academic staff at assistant professor (assistant professor/researcher/postdoc) level.

Mentors: Associate professors or above.

Contact and further information

Please email Empower Talent! at styrktalentet@au.dk or contact the staff directly.

Read more about Empower Talent! Mentor Scheme

Leisure activities

On the ias.au.dk homepage we have gathered some information about leisure activities. You can gain more information about:

  • Clubs and associations
  • Expat family activities
  • Sports and exercise
  • AU clubs and organizations

Visit the Leisure activities page 

University International Club (UIC)

The University International Club at Aarhus University provides a social and cultural meeting place for international staff members from PhD students to professors and their partners, guest researchers and
visitors from abroad. UIC offers a comprehensive programme with weekly meetings and events, all year round. The activities include both academic and social events, which take place in and around Aarhus.

Contact and further information

Contact UIC organiser Gitte Haahr-Andersen for further information about club events

Read more about University International Club (UIC)

Get off to a good start in a Danish club or association

In Aarhus, International Community offers to help you find a club or association matching your interests. They can suggest relevant clubs and provide you with contact information.

Contact and further information

Read more about how to find a club or association

Contact International Community for further information.

Contact the International Academic Staff Services (IAS)

Contact the services at International Centre

Contact your HR Partner

Find your HR Partner at your administrative centre