Ordering of IT equipment for FOOD staff goes through AU's purchasing agreement via our local IT supporter. Contact:

• Erik Aaes - eas@food.au.dk 

Info:

• Getting your phone: If your line manager has ordered a work phone for you, it will be handed over to you when you start your employment
• Solemn declaration: If you only wish to use the phone for work-related tasks, please fill out and return a solemn declaration to FOOD Secretariat. You will receive further information about this when you start your employment. Read more about taxation of work phones here.
• Get started successfully: Read more here about how to set up your phone (e.g. setting up network, two-factor authentication, Intune)
• Return the phone if you no longer need it: If you no longer need your phone, please return it to FOOD Secretariat. This ensures that other staff can benefit from the phone, and it helps us avoid paying for an unused subscription
• Return of phone when offboarding + remember passcode: Before you hand in your mobile phone, it must be reset so it can be used by others. See how to reset your phone here. To complete the reset, it is important that you remember your passcode.

General policy at FOOD - Using your phone abroad

• The general policy at FOOD is that roaming abroad should be used as little as possible, and that staff should connect to a wireless network whenever feasible.
• Staff is encouraged to use Teams, Zoom, or similar platforms for international calls via Wi-Fi.
• Private international calls must not be made using your work phone, regardless of whether you have opted for taxation

 Your subscription includes ('Standard', no. 4):

• Unlimited calls in DK, EU (calls from DK to other countries are exempt), and the Nordic countries (NB: except calls to the directory service, special services and charity)
• Unlimited SMS and MMS in Denmark (NB: excluding overcharged texts – e.g. for 1212 etc.)
• 20 GB mobile data in DK, incl. 10 GB data/month in EU and the Nordic region
   
   

Using your phone abroad – How to save data:

• Deactivate call forwarding to/from your mobile phone
• Deactivate data roaming
• Use Wi-Fi to synchronize your email and calendar
• Limit the use of GPS and Google Maps
• Limit your mobile phone’s connection to the internet - use Wi-Fi instead

• Guide - How to make backups of data on lab machines (2023 - DK and ENG)
• Website - Status on backups (VPN connection is needed): http://food-mascot01.uni.au.dk/ 

For travels in high-risk countries, FOOD offers special "Travel Kits" containing a PC and smartphone instead of having to wipe a regular computer and phone before travelling.

NB: Please book the equipment well in advance as the initial set-up can take time.

Contact hr@food.au.dk for further information.

• Guides for online meetings

• How to use SharePoint + create a SharePoint site 

• Your guide to using generative AI responsibly at AU

• Professional photographer: If you are a paid AU employee and need a portrait photo, you can book an appointment with the university's professional photographer at campus, Aarhus C. See available dates and address here.
• Photo room AFP 48: Alternatively, you can book our photo room, 5909-009 Photo Room. A guide to setting up the camera, lighting, etc. is available in the photo room. It is a good idea to bring a colleague who can assist you with the photography.
   

Photos - Colourbox and Fylr

• Fylr - FOOD (FOOD's photo library, use 'Single Sign-on')
• Fylr - AU (AU's photo library, use 'Single Sign-on')
• Colourbox (For download via AU's agreement, please contact the secretariat: Signe Nørretranders)
• Guidelines for the use of photos

Logo - AU and FOOD:

• AU logos
• Logo generator (logos incl. name of department)

If you have any questions regarding photos and logos, please contact the secretariat (Signe Nørretranders)

• Wireless network - "Eduroam" (employees / students)
• Wireless network - "AU Guest" (guests) 
• VPN access

• How to install a printer and set up secure printing
• Are you a student or guest without an AU computer, please contact IT

Name of printers in AFP 48 (to be used for installation):

• 1. floor: 5911-114-c-1
• 2. floor: 5908-214-c-1
• 3. floor: 5908-314-c-1

Name of printer in Auning: 

• 8501-100-c-1

• Information security at AU

• Filesender (large files)

• Secure email plugin

Internal documents at AU:

• How to use an AU certificate to digitally sign PDFs

External documents: 

• DocuSign is used for signing external documents
• To obtain a DocuSign license, contact IT support with the following information:
  • Name
  • AUID
  • Department
• Guides for using DocuSign, once IT has assigned you a license 

Shared e-mail signature for FOOD:
To create a clear and consistent profile for FOOD, we use a shared e-mail signature.
It must be used by all staff to ensure that our communication is uniform and professional.
If you have any questions, please contact the Head of Secretariat at FOOD.

How to set it up:

1. Download this file with the signatures (Danish and English versions)
2. Update it with your personal details
3. Copy and paste the signature into Outlook
    

Auto-reply:

• How to set up an auto-reply in Outlook