WORKING AT THE UNIVERSITY
As a new employee at UiA, finding all the information you need can be overwhelming. On this page, we will try to provide you with a collection of important information and links that are directly relevant to your position as a PhD or Postdoc researcher. Some of this information is challenging to find, especially for those who do not speak Norwegian. As you will see, this page is a constant work in progress. If there is any information that you think is relevant but is missing from this page, please fill out the contact form.
UiA regulations and guidelines relevant for PhD candidates and postdocs
Associations outside UiA
Unions representing researchers (also more information below)
Life at Work (offices, outlook, cards, printing, etc.)
Employee card (The card can also be used for printing, copying and scanning) and key
Your office space and where to get what you need for it (storage room, drift)
Printing - loading account if you want to bind documents, plastify etc. at the library, where to print posters
The staff cafeteria- where, what how
The hidden functions of Outlook (meeting planner and scheduling assistant- in the scheduling assistant you can add a room as well for your meeting with the “add room” button, seeing the calendar overview of other colleagues)
Booking the UiA car- how to book te UiA electric cars for work purposes
Templates (Power point, posters, etc.)
Administration PhD contact at the University Level: Øyvind Nysto
Administration PhD contacts at the faculty level (more info coming soon)
PhD Representatives in different university bodies (more info coming soon)
All employees have an employee profile. The profile will appear both on Innaskjærs and uia.no. For more info about how to log in and edit your profile, click HERE
It is important to have a representative profile page, as it is the landing page for most researchers interested in your work. Some examples of good profile pages: Una Nwajei, PhD; Anne Deininger, Postdoc.
Critical Information on your PhD Research
Finding relevant conferences and how to participate in them- information to be added
Conference Posters, Abstracts, Proceedings- links to tips and tricks- - information to be added
Publications in journal and the DBH points ranking system:
it is recommended to publish papers in journals that are approved by the Norwegian Government and the Scientific community (you can search for the name of the journals HERE to see if they are listed). This means that the journals have been ranked with DBH points (INFO HERE).
There are 2 levels of ranking, Level 2 is the highest level, Level 1 is of lower quality level journals.
According to the ranking level, and to the number of authors, the university gets a certain amount of money for the publication.
Ethical guidelines: all the work done as a researcher needs to be aligned with the Norwegian ethical guidelines for public service
CRIStin, Aura, DBH Points, and KFU Account
CRIStin (Current research information system in Norway) is a research information system for hospitals, research institutes, and universities and university colleges. An essential part in the resultservice is the publishing database NVI (The Norwegian Science Index). Cristin pages will automatically update your employee profile pages.
KFU account: All academic employees (not PhDs) in full-time or part-time positions can apply for having their own account for academic development (KFU). Apply by filling out the form below and submit it to the controller of your faculty’s management. Funds in a KFU account must be used for expenses related to the research and development of the employee holding the account.
Level 1 results receive 1000 NOK funding
Level 2 results receive 2000 NOK funding
AURA (Agder University Research Archive): PhD students at the University of Agder should, if possible, publish their work in peer reviewed scientific publishing channels that accept parallel publishing in open archives. Articles should be deposited in AURA (read more info at the link).
Ask your publisher which version of your work can be published. Sherpa/Romeo or the copyright form that you signed before publishing can help to find out what is allowed.
There are three possibilities:
pre-print version: PDF-file of the first version that was submitted to the publisher before the review process
post-print version: PDF-file of the improved version after the review process
publisher’s version: PDF-file of the published version
How to upload the permitted version.
Find your result and click on “full format”
Click on “Deliver full-text document” at the bottom of the page.
The library will check if the uploaded version is in accordance with the copyright and upload the PDF-file to AURA.
Open Access publishing: the university covers publication fees for articles published in open access journals. For more information please contact the University Library, or check the details on their website.
Travel and Research
Types of travel: business or scholarship- What is the difference?
Applying for a business travel:
All trips must be approved in advance by the head of department. To do that you need to send a travel request via your supervisor (for PhDs)/directly to head of department and responsible administrative staff (Postdocs). When you travel is approved: https://www.uia.no/en/for-employees/employee-at-uia/travel.
The yearly budget for PhD positions is 20 000 NOK (or 60 000 NOK for 3 years, some specialisations may have extra budgets from different sources). The money is destined for PhD related expenses (courses, books, conference participations etc.).
Going on an exchange: what money is available?
At the university level, up to 35 000 NOK; Information on application here.
At the department level, this differs according to department. Ask PhD contact person from your administration.
The Research Council of Norway grants scholarships for this purpose, and their website provides more information about possibilities for studying abroad (add link). Other sources of information are Euraxess and UiAs websites for research mobility (add links)
When travelling to certain countries, for example to the USA, the PhD student might get exempted from some taxes. For more information see the tax convention between Norway and USA, or contact the Norwegian Tax Administration.
what you should consider when you choose a host- ...
financing participation in conferences
DBH points conferences
Conference where you don’t present- use money from your PhD account
Filling in a travel form (what amounts to put and where, max 3 days of compensation abroad)
Getting money in advance if you need it
Meal allowance amounts (depends on travel destination : https://arbeidsgiver.difi.no/lonn-goder-og-reise/reise/statens-satser-utenlands)
participating in PhD courses- only travel (both long distance and local), hotel costs and participation fee
Reimbursements - ESS, DFØ app, and accounting
Organizing meetings and events on a specific project
Your will need a project and reference number that needs to be specified on all invoices related to the project
The invoicing address is:
Universitetet i Agder
Postb. 383, Alnabru
The receipts paid by a team member can be reimbursed based on a reimbursement claim (Xcel document) that is given to the relevant accountant for processin
Leave of Absence:
IT Support, Computers, Software, OneDrive
Apps Anywhere: Login (either on campus or using the VPN) to download and install software for which the university has volume licensing. This includes Office, Endnote, Matlab, AutoCAD, SPSS, and many others.
Referencing software (this is a pretty good collection in English).
English writing and proofreading software access: Grammerly. Contact Anne Augland (she is in charge of licenses for this).
Useful links for dealing with writing and referencing:
Ordering software (if what you need is not on Apps Anywhere)- info to be added.
Welfare and Benefits
HSE (Health Safety and Environment
Psychological support available at UiA
As an employee, you can to some extent use the “Company’s health services” “Bedriftshelsetjeneste” (in Norwegian) helse/bedriftshelsetjenesten
As you will see, these pages are in Norwegian only. We are advocating for translations to be available. Brochure from Stamina https://www.staminagroup.no/.
Also, if you are facing problem at work and need to see a i.e. a psychologist, you need to discuss this matter with your superior. If the issue is work related that is. If it is not work related, you have to go to ‘doctor” “fastlege” in Norwegian or book an appointment with a psychologist on your own, like other employees.
Unions and Employee Representatives
List of employee representatives for the various unions: Norwegian | English. Every faculty has representatives for the union or unions relevant to their fields of work and study. See the list at the bottom of this page to see which unions are represented in your faculty.
There are many benefits to becoming a member of a union at UiA, including:
Insurance coverages (Home contents, life, travel, etc.)
Help with jobs and CV
For more information, please see the websites of the union(s) represented in your faculty.