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Registration – before starting workYou will get a registration form from your supervisor at the first day. The form indicates which data we need and whom to contact in order in which the registration tour is to be completed. Return the completed registration form to the secretary's office to be kept in the personnel file. Persons intending to do a doctorate should register immediately in the doc-in portal for doctoral students of the FSU Jena; further information under doc-in Sign-out / End of employmentContact: Sekretariat.IAP Accident reportContact for questions: Sekretariat.IAP Form: Central electronic first-aid book (German: Verbandbuch) An accident report must be submitted by everyone in the event of accidents at work or on the way to work! Assembling shop ordersContact: Sekretariat.IAP Forms: \shared\1_Formulare\Beschaffung\Formulare\04 Werkstattauftraege
Briefing / safety briefingContact: Sicherheit.IAP The first safety briefings must be registered via the e-mail address: sicherheit_iap@uni-jena.de. Transponders will be given only AFTER the safety briefing.
Contact: Sekretariat.IAP Start and end must be communicated to the supervisor and be written into a book at the secretary´s office (travel accident insurance!). Business E-Mail Account (FSU)Contact: portal.uni-jena.de After signing the employment contract in the Personnel Department, the new employee must register either in person or online with the University Computer Centre (URZ). An university email address is indispensable (also for colleagues who mainly work at the IOF, but are employed by the FSU), as important information is disseminated about it and only so that an inscription can be made on the FSU web pages. Further advantages:
Business tripsContact: Sekretariat.IAP Forms: \shared\1_Formulare\Dienstreisen General information: https://www4.uni-jena.de/reisekosten Applicationsapplication for permit at least 14 days prior to departure, at least 3 months for trips abroad due to flight bookingssignature of the group leader with indication of fundingRental cars and private cars must be justified in the business trip application (please state the names of the passengers and check whether rail travel with economy fares is cheaper).Accounting
TicketsTrain tickets: book by yourself; private BahnCards will not be reimbursed; Business BahnCards can be applied for at the Travel Cost Center Airline tickets: are primarily booked by A. Kluge through contractually bound travel agencies of the FSU Jena with company credit card. In exceptional cases (prior consultation with A. Kluge), these can be booked independently with advance payment (if necessary, apply for business trip application with advance payment of costs). Daily rates / overnight stay Note maximal costs per night for home and abroad: https://www4.uni-jena.de/Gesetze.html Accommodation costs that exceed maximum amounts are eligible only if the Travel Cost Center has accepted your valid reasons before travel start (explanation of the exceeded costs by e-mail to the Travel Cost Center: reisekosten@uni-jena.de, submit authorization together with the invoice later) Expense advance for travel- please asks for advances immediately when you submit your travel application - request travel advance with form, submit to A. Kluge - research assistants apply for advance at their supervising professor (start form 50 EUR possible) Cleanroom accessContact: ? Access IPHT clean room Declaration of the necessity of access to U. ZeitnerFilling in the form, all relevant documents can be read hereSecurity briefing and transponder by IPHT: Wolfgang Morgenroth, please fill in additionally: User agreementAccess IOF clean room: Requests for permission to stay at the IOF are basically made through the supervisor, who will explain the further procedure.Computer technology at the IAPContact: IT.IAP All matters concerning hard- and software, access data, registration in internal mailing lists have to be discussed with B. Martin / P. Kabis. Doc-in... is the doctoral portal of the FSU Jena and offers: assistance with applications for acceptance as a doctoral student and matriculation the documentation of your status as a doctoral student and thus access to the university's offers for doctoral students a current overview of the status of your doctoral procedure on interest: Regular information from the University for doctoral students and on offers from the Graduate AcademyPlease register immediately all employees who intend to do a doctorate in the doc-in, even if there is no support agreement yet. This is important for a comprehensive survey of all doctoral candidates. The portal can then differentiate between different statuses (interested party/applicant/approved).Doctor visitsContact: Sekretariat.IAP General principle: Even in the case of medical treatment, the employee may only be absent from work with the prior consent of the supervisor. Employment contractContact: Sekretariat.IAP
Currently: in the lockdown, the employment contracts are sent. The contract must then be signed and placed in the locker mailbox at the main university building (Leutragraben). Equipment lendingContact: IT.IAP It is possible to borrow laptops and beamers from the IAP against a loan bill. If technical equipment leaves the IAP (e.g. also to the IOF), this must also be reported to B. Martin and to be documented there. Honorary or work contracts / services
Job ticketContact/Information: Department 5, Travel Cost Center It is possible to purchase reduced route time tickets (discount level 10%) of the "Verbundtarif Mit-telthüringen (VMT)”. Possible are annual tickets with one-time payment or annual tickets with monthly payment. Monthly tickets are not possible. With the "Citytarif Jena" annual tickets for the city of Jena (bus/tram) are also possible. Library at the IAPContact: Sekretariat.IAP The institute`s library is located on the 3rd floor of the main institute building in the printer room. Borrowed literature will be registered in an electronic loan list by C. Steinberg In addition, there are so-called handsets in the working groups - please ask the respective working group leader for more information. Mail / DeliveriesContact: Sekretariat.IAP
Office and laboratory labelingContact: Ira Winkler / ACP Building: Rebeca Freyberg Online ConferencesContact: Sekretariat.IAP Request permission and project number from supervisor prior to registration (preferably by e-mail), submit this to the Secretariat (by e-mail to sekretariat.iap@uni-jena.de) along with the following documents: Invoice (specify FSU billing address) proof of registration, proof of participation (e.g. in case of presentation) if payment is only possible via credit card, PayPal or similar, proof of payment (credit card statement, bank statement or similar) and invoice to staff member is required
Orders and procurementsContact: Sekretariat.IAP detailed under \shared\1_Formulare/Beschaffung\Infos_Regeln purchase order forms: \shared\1_Formulare\Beschaffung\Formulare submit all delivery notes always immediately at the secretary`s office. Note: date, readable name and signature on it! Orders < 1000€ net: direct purchase(will be prompted by the secretary`s office)
send this together with 1 offer via e-mail to sekretariat.iap@uni-jena.de Exception: Orders to non-EU countries must be initiated via the FSU Finance and Procurement Department (see Orders 1.000€ to 20.000€ net: Negotiation). Orders 1000€ < 20.000€ netto: Limited tendering(are initiated centrally by the Department of Finance and Procurement of the FSU)
Orders > 20.000€ netto: Tenderingcall for tenders requireddirect consultation with the Department 2 about the procedureSpecial casesIT-Technology, Software: order via IT.IAP office and business needs: order via secretary´s office (Sekretariat.IAP) interiors, furniture: order via Technical Management (Sekretariat.IAP) chemicals: Ordering via authorized persons (IAP: Sekretariat.IAP, IPHT clean room: ?) literature: purchase order to the secretary´s office à procurement via THULB à use form Workshop orders: inform here No orders over Amazon etc. are possible any more! PhD studentsAll employees who intend to do a doctorate will receive further information on the topics of the doctoral process, requirements, next steps, etc. at an onboarding event (to which you will be personally invited). This information can also be found at \shared\6_PhD students. However, it is requested to register immediately in the doc-in, even if there is no supervision agreement yet. The doc-in is the doctoral portal of the FSU Jena and offers:
Publications
Sick noteContact: Sekretariat.IAP
Staff excursionGeneral information please inform the responsible supervisor in good timeto maintain accident protection: a sufficiently large group of participants (character of a joint event), the event will be worn recognisably by the supervisor, excursion with the entire organizational unitensure that university operations are not adversely affectedStationery (office supplies)Contact: Sekretariat.IAP Disbursal daily from 10 -12 a.m. at the secretary´s office, room 308, 3rd floor, or on request by phone / via e-mail. Surveys/ DoodleIf in-house surveys are to be carried out, please use the tool of the German Research Network DFN instead of Doodle. TemplatesHanFRIED, the FSU Jena's digital handbook for forms, legal information, facilities and documents: https://www.hanfried.uni-jena.de/, UNI-Login neededThoska- CardContact: Thoska Office of the FSU Jena Multifunctional card for employees and students, e.g.
Time sheetsContact: Sekretariat.IAP Hourly records must be submitted by:
Training coursesContact: Ira Winkler In principle, further training of employees is desired and must be discussed and encouraged.
Please contact I. Winkler if you have any further requirements. Further training must be agreed upon with the supervisor, registration by filling in the application for the training. 3 cases are distinguished: o Further training for official reasons and further training in the interest of the job
o Training with partial business interest
o Training without job-related interest
Training leave/ educational time off:Employees are entitled to training leave (up to 5 days/year). Salary will continue to be paid and the employee will be responsible for the costs. An entry on vacation form in the secretary's office is necessary. To be noted:
Transponder (Keys)Contact: IT.IAP / (ACP) Distribution through B. Martin / R. Freyberg after application by the supervisor (application) Please return the transponder at the end of the employment contract! VacationsContact: Sekretariat.IAP Forms: vacation forms at the secretary´s office Fill out vacation permit 14 days before the holiday and let it sign by the supervisor, submit it to the secretary´s office, safe-keeping of the permits there! Video conferencesContact: IT.IAP In addition to the browser-based system solutions used by the IAP (Microsoft Teams, Zoom..), the Multimedia Center of the University offers other conferencing solutions. Further information Work performance recordContact: Sekretariat.IAP Work performance records have to be recorded by: all employees with marginal employment (<450 €)all technical staff (implementation in consultation with the direct supervisor)academic staff, financed by the EU, the BMWI and contract research projectsWorkstation… will be allocated by the group leader / supervisor WebsitesContact: Ira Winkler
Please also inform us about later changes, e.g. room and telephone numbers! | |||||
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Janitorial servicesFrom Department 2: Mr. Steffen Kurowskisteffen.kurowski@uni-jena.de 0151 42224721 |
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