Welcome to the department
As a new colleague, you most likely have many practical questions. Who can help with IT? How do I order materials? What should I do if…? Who do I contact when…?
In this handbook, you will find answers to the most common questions, practical information and useful advice to help you settle in, navigate your day-to-day work and gain an overview of your new workplace.
Who do I contact if...
Opening hours
Teaching
Timetable changes
If the change in question only concerns a few replacement lessons, the lecturer can arrange these directly with Heidi.
If it is necessary to cancel or reschedule a larger number of lessons, the lecturer must contact the relevant director of studies or programme coordinator in order to discuss the options.
Cancellation of classes
⇒ due to illness or unexpected events:
The lecturer informs the students of the cancellation through Brightspace and subsequently informs the reception by email, btech@au.dk, or phone, 87151908.
Examination
Written examinations
As for written examinations, please consider the following:
- Is the examination assignment aligned with the content of the course, including learning objectives, literature, assignments and lectures? And does it comply with the examination criteria outlined in the course description?
- You can under no circumstances reuse exam assignments from one exam to another.
- For all written onsite examinations with the same reexamination form, both the ordinary examination assignment and the reexamination assignment are handed in to the relevant programme supporter at the same time before the regular exam period.
- For all written examinations, it is mandatory to have a colleague review the examination assignment before sending it to the relevant programme supporter. It is the examiner’s responsibility to send the examination assignment for review.
- As a reviewer, your task is, among other things, to assess if the length of the examination assignment is appropriate, and if the individual questions are clear and unambiguous. You provide your feedback to the examiner and, if relevant, review new versions of the examination assignment. It is not your task to verify that the examiner has addressed all your feedback.
- As an examiner, it is your task to address the feedback from the reviewer where relevant. Also note that it is your responsibility alone to ensure that the examination assignment satisfies the criteria outlined above.
- In connection with written onsite examinations, you must be reachable by telephone during the first hour of the exam. For take-home examinations, the students are allowed to send you emails with questions to any unclarities in the examination assignment, and you must send the answer(s) to all students via Brightspace.
Oral examinations
You can expect the following at oral examinations at AU Herning:
- A notice at the reception lists the day's examinations, including the programme, course, room and time. This to guide students and examiners/co-examiners to the correct rooms.
- A green tablecloth is available in the room, which may be used if desired. Please return dirty tablecloths to the reception desk. If a tablecloth is missing, a new one can be requested at the reception desk.
- There is a yellow note on the door to the examination room and a green note on the door to any preparation room.
- Examiners must ask students to present identification in the form of a student ID card, other photo ID or a confirmation of enrolment.
- Marks for oral examinations must be entered and registered on the day of the examination, as it may affect the student if the mark is registered on a wrong date.
Refreshments
- For exams with internal co-examination, coffee is available from the vending machine in the canteen, and a pitcher of water can be provided for students if needed. Please contact the kitchen staff.
- For exams with external co-examination, a tray with refreshments can be collected from the canteen/kitchen. The tray will be handed out when you state which room the examination is in. The tray will include breakfast and lunch vouchers. The lunch vouchers can be used in the canteen at AU Herning.
- When you return from lunch, a tray will be ready in the kitchen with afternoon coffee and cake if the exam lasts until after 2 pm. Trays must be returned to the kitchen when the exam is over.
If you have any questions or need anything, please contact Heidi at the reception, either in person, by telephone on 8715 1908 or by email at heidi@btech.au.dk.
Study administrators
The study administrators are part of the unit at the administrative centre called the Aarhus BSS Studies Administration. The Aarhus BSS Studies Administration handles tasks anchored in the Student Self-Service (STADS) system as well as tasks related to the students’ examination registrations and withdrawals.
The study administrators are located in Aarhus, in Universitetsbyen 73.
If you need to contact the studies administrators, please use the shared mailboxes, which you will find on the right.
Department secretariat
Fields of responsibility (study programme)
- MSc in Engineering (Technology Based Business Development)
Tasks
- Brightspace structure
- Proofreading and quality assurance of course descriptions
- Proofreading and formatting of exam assignments
- Examination planning
- Translation/proofreading of research articles, conference papers, applications, etc.
- General research support
- Graphic production
- TYPO3 web editor
- SoMe updates.
Fields of responsibility (study programmes)
- Graduate Diploma in Business Administration (HD)
- Business Development Engineer (BDE)
- Global Management and Manufacturing (GMM)
- PhD
Tasks
- Brightspace structure
- Proofreading and quality assurance of course descriptions
- Proofreading and formatting of exam assignments
- Timetable planning
- Examination planning
- Translation/proofreading.
Tasks
- Project management in projects where research contributes to the development of Danish business as well as to documenting effects on sustainability and business development.
- Fundraising for research projects and quality review of applications.
- Facilitation of new strategic development activities.
Fields of responsibility
- Administrative coordination, Digital Business Development Project (DBD)
Tasks
- Project management and coordination
- Reporting and deliverables on projects
- Research administration
- Company cases documentation
- Development of online educational material
- Website content development
Fields of responsibility
- Receptionist
- Support for students, staff and visitors
- Diploma of Leadership
- UNIQ
- Registration of company collaborations
- Reception and dispatch of mail/parcels
- In-house contact to AU Housing/SIRI/municipalities concerning international and exchange students
- Journalising/Workzone
- Student ID cards
- Ad hoc room booking
- Supervision coordinator at on-site examinations.
Fields of responsibility
- Contact person to AU BSS HR and PhD
- Employment procedures for full-time, part-time and student assistants
- Salary for hourly paid employees, incl. student assistants
- Illness, care days and maternity/paternity leave
- Holiday plan and holiday registration
- Registration of employee data (medarbejderstamkort)
- Work mobile registration/mobile taxation
- Settlements to CHIPS (Campus Herning International Personnel Society)/the Gift Club.
Fields of responsibility
- Approval of travel applications and travel budgets
- Travel bookings (train tickets, taxi, hotels, etc.)
- RejsUd (travel and expense claim) as well as reimbursements of travel expenses
- Planning of one day-meetings, seminars, etc. (internally and externally)
- Coordinator in connection with graduation ceremonies
- Registration of attendees at conferences, events, etc.
- Contact person to foreign guest researchers in connection with the practicalities associated with their visits.
Fields of responsibility (study programme)
- MSc in IT, Communication and Organisation
Tasks
- Brightspace structure
- Proofreading and quality assurance of course descriptions
- Proofreading and formatting of exam assignments
- Timetable planning
- Examination planning
- Translation/proofreading
- Booking and payment of external examiners
- Administration of Bachelor's projects (HA/BSc) and Master's theses (MSc in Engineering).
Fields of responsibility (study programmes)
- Economics and Business Administration, HA
- Bachelor of Science (BSc) in Economics and Business Administration
Tasks
- Brightspace structure
- Proofreading and quality assurance of course descriptions
- Proofreading and formatting of exam assignments
- Examination planning
- Translation/proofreading of research articles, conference papers, applications, etc.
- Support of the AIROD research group and general research support
- Graphic design
- Digital editor.
Travels and procurement
Holiday registration
For all employees at the department, accrued holiday with pay is preregistered in mitHR. In practice, this means that your holiday and special holidays will be registered for use as outlined below:
Holiday (accrued from 1 September 2025 to 31 August 2026):
- 4 days at Christmas and New Year (23, 29-30 December 2025 and 2 January 2026)
- Friday after Ascension Day (15 May 2026)
- 15 days for the summer holidays (weeks 29-31 2026)
- 5 days in week 42 (12-16 October 2026)
Special holidays (accrued from 1 January 2024 to 31 December 2025):
- 2 days in week 7 (12-13 February 2026)
- 3 days before Easter (30-31 March and 1 April 2026)
If you are newly employed and have not earned entitlement to special holidays, you can either take your special holidays without pay or shorten the length of your summer holiday.
Holiday accrued in the above period must be taken from 1 September 2025 to 23 December 2026. Special holidays are earned in a calendar year and can be taken from 1 May to 30 April in the following year.
Danish public holidays and paid days off at AU:
- See all Danish public holidays and paid days off at AU in this overview.
Digital tools
Brightspace
Brightspace is BTECH’s system for online course management and e-learning.
Brightspace login page: https://brightspace.au.dk.
As a lecturer, you can easily share course material with your students before and after class. Brightspace facilitates forming student groups and providing various cooperation tools to strengthen the students’ learning and cooperation. You can easily gain access to the students’ work and give them feedback as well as create tests, surveys and tasks.
Furthermore, Brightspace provides an overview of all your classes and makes it easier for you to follow your students.
The department secretaries create the course structure on Brightspace for all study programmes.
WISEflow
Aarhus BSS uses the WISEflow system to manage oral and written exams, on-site exams and take-home assignments.
WISEflow login page: https://europe.wiseflow.net/login.
The department secretariat assigns the examiners to the relevant flows, which will then appear from the individual examiner’s flow overview.
Information about FLOWoral
FLOWoral
Whenever possible, the detailed examination plan is made in a FLOWoral flow. The time and place of the examination will only appear from this flow. The detailed examination plan will, as a general rule, be available no earlier than 13 days before the oral examination. You are able to find more information and directions in the document ‘Oral examination with FLOWoral’.
Please note that marks for oral examinations must be entered and registered on the day of the examination, as it may affect the student if the mark is registered on a wrong date.
Information about FLOWcombine
FLOWcombine
FLOWcombine is used when exams consist of a written submission and an oral examination. A FLOWcombine flow is made up of a written source flow (FLOWassign) and an oral subflow (FLOWoral). Until the oral flow has been activated, you will only be able to see and access the written flow.
The written flow (FLOWassign)
In this flow, you can read the assignments submitted by the students.
You cannot and must not enter marks in this flow. The system, however, checks if the students have submitted and thus are allowed to sit the oral examination. Accordingly, the flow has a short assessment period immediately following the submission deadline. This means that the assigned assessors will receive a WISEflow notification that indicates a very tight assessment deadline and provides a link to the flow. Please ignore this notification.
The oral flow (FLOWoral)
In this flow, you will have access to the detailed examination plan, including information about the examination room, etc. Here, you must enter and register the marks on the same day that the examination has taken place.
In order to see the oral flow, we recommend that you always access WISEflow from the front page (https://europe.wiseflow.net/login) and not through links in WISEflow notifications. On the front page, you will see an overview of your flows.
If you need to exit one flow and enter another, you can choose the ‘Assessor’ tab. You will then gain access to your flow overview and be able to click your way into the flow of your choice.
Language services
Copyright: What you need to know
Checklist for sharing different materials
2 - The library has online access
- Check whether you are permitted to upload the article or e-book chapter to Brightspace - see the guide for terms of use.
If uploading is not permitted, go to step 2.2. -
Give your students a link to the material - see how to make sure that the link also works outside Campus.
3 - The library does not have online access to the material:
- Scan material and upload it to Brightspace - NB you are permitted to scan up to 20% of an item with, however, a maximum of 50 pages in total.
- Copy material and hand it out to your students - NB you are permitted to copy up to 20% of an item with, however, a maximum of 50 pages in total.
- Please contact your local library in AU Library and ask them to place the material on the semester shelf so that the students can copy from it.
FAQ
Q: Can I upload the PowerPoint slides from my teaching to Brightspace?
A: Yes, but you should be aware that the standard copyright rules also apply to PowerPoint presentations.
Q: I have an article that I would like to upload to Brightspace, but I just can’t remember where it's from. What should I do?
A: You should not upload articles, or similar materials, for which you do not know the source. AU Library can help you to determine if you may upload the article.
Q: If I am the sole author of an article or a similar material, I assume that I am allowed to share this material on Brightspace or make photocopies to my students at my own discretion?
A: Normally, yes, as you hold the copyright to the work. Please be aware, however, that you may have transferred some of your rights to, for example, a publisher in connection with publication. Therefore, it is by no means certain that you may make unlimited copies of your work. You will usually be able to find information on how you may use your own articles on your publisher’s website.
Q: I have received a digital copy of an article from The Royal Danish Library's article service. Am I allowed to upload it to Brightspace?
A: Yes, you are, if the article is no more than 50 pages.
Q: I am preparing a take-home assignment for my students. The assignment with attachments is uploaded to the digital exam system from where the students can download the material themselves. One of the attachments is an electronic copy of a Danish newspaper article. Is that okay?
A: If you have scanned the article from a printed newspaper or downloaded a freely available version from the internet, you are permitted to upload the article to the digital exam system.
If you have downloaded the article from a database – for instance Infomedia – you are only allowed to share it digitally if the publisher allows such use. Read more about use of material from the internet.
