Foreign guest researchers, visiting PhD and staff at CC
Guidance for you as a host
Guidance for you as a host, when entering into an agreement with a foreign, unpaid, non-employed guest researcher, non-enrolled visiting PhD student, or researcher on a AUFF board and lodging grant or a minor grant for an extended stay (exceeding 14 days).
When entering into an agreement with a foreign guest researcher, it is important that you
- identify the citizenship of the guest researcher. In case the guest has a state citizenship in China, Russia, or Iran, an URIS background screening must be initiated, and an approved screening is a condition for an approval of the visit.
- early in the negotiation phase, contact the International Staff Office (ISO)/Guest Researcher Support, who can assist both you and the guest researcher with various questions or uncertainties regarding work and residence permits, as well as other mobility issues.
- at the same time, inform your local secretariat (as to practical stuff) and the research consultant (as to sharing or processing of research or personal data).
Read below to find out how to ensure this.
1. Contact is initiated between the guest researcher and the host
The academic staff or grant holder agrees to initiate a collaboration with a foreign guest researcher/PhD.
1. a URIS guidelines
Is the guest researcher/PhD from a highrisk country?
In case the guest has citizenship from China, Russia or Iran, the host is responsible for colleting the following background documentation from the guest. sThis is to ensure that the head of department has the required documentation to initiate a background screening.
- CV
- List of publications
- Short description of research
- Purpose of the visit
After this, head of department must complete part 1 of this form and email it to: AU BSO (Background Screening Office) backgroundscreening@au.dk.
2. The host gets the agreement approved by the head of the department
Agreements with guest researchers/PhD candidates must always be approved by the head of department, who needs to:
- Check whether the visit fits in terms of timing, staffing, and space
- Be aware of the guest researcher's/PhD candidate's nationality (certain nationalities must apply for work and residence permits in advance, and additional precautions regarding data security vs. nationality may need to be taken).
Is the guest researcher already requesting an invitation letter?
3. The host fills out ISO's questionnaire to get assistance with the visiting scholar's residence and work permit.
4. The host informs the local secretariat and the research consultant
- When filling out the form for ISO, the academic staff/host MUST ensure that the local secretary is informed. At the beginning of the form, the contact information for the local secretariat can be entered. See the screenshot of the questionnaire in section 3 - yellow marking.
- The secretariat will send a brief email to the guest, so the guest has a contact person to reach out to for practical questions.
- The academic staff/host ensures that the school's research consultant, (Helle Breth Klausen), is informed. Helle helps the academic staff/host ensure that guidelines are followed if research or personal data needs to be shared or processed in connection with the guest visit - among other an NDA.
5. Welcome email and reception at the school
- Approximately one month before the start date, the secretariat sends welcome materials to the guest researcher/PhD and ensures the previously agreed-upon practical details.
- The academic staff/host handles the introduction to the network and academic environment when the guest researcher starts at the school.
How to handle the hiring and residence and work permit for a foreign employee
Hiring process, including application for residence and work permit
The administrative part of the hiring process, as well as the residence and work permit, is handled by Arts HR
- Job is Posted
Jody informs the local secretariat. - The candidate is offered the job
Arts HR informs the candidate about the International Staff Office (ISO), researcher taxation, possible housing assistance, etc., so that the candidate is aware of the conditions for living and working in Denmark. - ISO contacts the candidate
ISO informs them about their services. - The candidate receives the contract
Arts HR sends a salary offer, and negotiations begin. - Arts HR informs local HR
Once the candidate has accepted, Anne Overballe is informed, and she will notify the local secretariat. - The secretariat initiates pre-boarding
The secretariat sends welcome materials to the new employee and ensures the previously agreed-upon practical details.
Onboarding of the foreign employee
The introduction, buddy system, and reception are handled by the host.
