Absence and holidays

Absence due to illness must be reported in the morning to jda@chem.au.dk or tmh@chem.au.dk 

• stating your AU ID
• with mail copy (cc) to your supervisor

IMPORTANT: remember to notify us in the same way once you are back at work

All absence must be listed in your Outlook calendar.

More information can be found at the AU homepage for employees

Who must report holidays

All monthly paid employees at Department of Chemistry (i.e. VIP, TAP, PhD) must inform the department of holidays and absence (illness etc.).

Responsibility

It is the individual employee's responsibility to ensure that absence/holidays are registered and held within the given holiday year.

Absence and holiday must be registered by email to Jeanette Dandanell or Trine Mølle Hansen (cc. your supervisor) or via the self-service portal (with a note on what changes has been made)

All absence must be listed in your OUTLOOK calendar.

Holiday year 1 September - 31 August

All employees are on the concurrent holiday scheme. Concurrent holiday means that the holiday earned during the year can be taken on an ongoing basis. 

NB: Holidays cannot be taken in advance of being earned. 

Find further information and check your holidays (planned and available).

The holiday accrual year runs from 01 September to 31 August. 
The holiday period runs from 01 September to 31 December.

As a general rule, 3 weeks (at least) must be taken during the main holiday period (01 May - 30 September).
Only due to special circumstances will it be possible to deviate from this upon agreement with closest leader and the department.
 

https://medarbejdere.au.dk/en/administration/hr/hr-systems/mithr/for-employees

At the Department of Chemistry, holidays and special holidays have been preregistered for all monthly-paid employees according to their accrual plan for these periods:

• Three days in the week leading up to Easter
• Weeks 28 – 30 (up to 15 days)
• Week 42 (up to 5 days)
• From before Christmas to Dec. 31^st (up to 5 days)

The dates can be altered upon agreement with nearest leader and changes must be registered via the self-service in mitHR, or reported by email to Jeanette Dandanell or Trine Møller Hansen. Your leader/supervisor must be cc on the email.

Changes may also be made via the self-service portal. It is important to describe what has been changed.

Changes are only possible prior to the preregistered holiday already in the system.

The special holidays (særlige feriedage) are accrued from 01 January–31 December, and can be held the following year from 01 May and one year on.

The days are preregistered for week 7.

For temporary employees - including PhD students - accrued holiday equivalent to the standard holiday for the given period must be held within the period of employment. All holidays must be approved by the head of your group and/or the Head of Department.

NB! Special holidays must be held and will not be paid out, unless you have the consent of the Head of department or the head of your group, or are legally hindered (due to maternity leave, long-term illness etc.).

Check your holiday overview - sign in to mitHR

Questions may be directed to Jeanette Dandanell or Trine Møller Hansen

Rules for maternity/paternity leave, adoption etc. and the relevant forms can be found at the AU website for employees.

Please be aware of deadlines and remember to contact the head of department for her signature on the forms.

It is furthermore a good idea to contact Jeanette Dandanell or Trine Møller hansen as soon as possible, as parental leave may cause changes in the registered holidays.

Almost all employees with children have the right to child care days. Rules and descriptions can be found at the AU homepage for employees.

Absence due to child care days must be reported to Jeanette Dandanell or Trine Møller Hansen at  stating your AU ID and relevant dates.

Questions may be directed to Jeanette Dandanell or Trine Møller Hansen

PhD student as a student:

If you are enrolled in the 4+4 or 3+5 progemme and has not yet passed your qualification exam (part A) you are considered as a student and are not required to register your holiday and absence with the department. Remember to notify your supervisor/group.

When you pass your qualification exam, you are subsequently employed in a PhD fellow position (receiving monthly salary) and are then obliged to register your holidays and absence with the department.

PhD student as an employee:

If you are enrolled in the 5+3 programme you are employed in a PhD fellow position from the beginning (both part A and part B) and are then obliged to register your holidays and absence with the department throughout your PhD.