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 assist 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.
Starting Grants
Aarhus University Research Foundation offers a number of Starting Grants to assistant and associated professors in order to attract particularly talented and internationally recognized young researchers to Aarhus University and provide optimal conditions to consolidate the establishment and start-up of independent research groups.
Contact and further information
Please direct any questions regarding AUFF Starting Grants to:
Tove Østergaard Le
Aarhus University,
AU Research Support and External Relations,
Talent Development
Mobile: 2162 4921
Email: toe@au.dk
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-arrival 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 (Assistant, Associate, Full)
Relocation Service for professors includes assistance finding accommodation. 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 as well as understanding the housing lease contract before signing it.
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 (including guests)
AU Housing provides assistance to international students, PhD students, guests and staff in their search for accommodation when the person in question is relocating to Denmark 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 AU Staff Housing Portal
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:
- Preparing to relocate to Denmark -Pre-arrival
- Newly arrived in Denmark - On arrival
- Living in Denmark
- Leaving Denmark
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. If the employee will be residing outside the greater Aarhus area, the International Helpdesk in 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.
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.
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 27%
The Researcher Taxation scheme means that the salary is subject to a gross tax rate of 27% for up to 84 months (7 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 32,84% 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
In order to qualify for the Researcher Tax Scheme, the following requirements must be forfilled:
- The employee will be employed in a position at a minimum level of post doc 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:
- Camilla Lind (+45 8932 5669 / cli@pwc.dk)
- Janni Henriksen (+45 8932 0051 / jhe@pwc.dk)
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
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.
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 and how to order it 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.
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.
Helpdesks in Aarhus 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
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.
Language, mentor and leisure
Danish lessons
All new non-Danish citizens above the age of 18 have the option of taking Danish courses to help them settle in Denmark. The courses take place at language centres in the municipality you live.
Aarhus University offers Danish courses in cooperation with Lærdansk and A2B. 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.
Learn more about Danish courses and who to contact by visiting:
- The page about Lærdansk
- The page about A2B
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.
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
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
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.
