Position Structure

SUL is typically used for positions where the student interacts with other students, such as teaching assistants, student counsellors, assistant teachers, and student helpers.

Teaching Assistant (SUL)

Handles independent teaching tasks or supplementary teaching. Employment normally requires master’s level or equivalent qualifications. The department assesses the applicant’s academic level.
It is important to distinguish between teaching assistants employed under SUL (must be students) and those employed under the agreement for teaching assistants and external lecturers (not necessarily students).

Assistant Teacher and Instructor

Handles teaching-related tasks. Employment typically requires that the student has completed two years of a relevant bachelor’s programme. However, the department may hire other academically qualified students.

Student Counsellor

Participates in counselling tasks in collaboration with other staff. Tasks include guidance on admission, study planning, and exam regulations. No special qualifications are required beyond being an active student.

Student Helper (SUL)

Handles practical tasks in, for example, study halls, IT rooms, and libraries. Tasks do not necessarily require academic insight but must be of a certain level. SUL does not cover tasks such as cloakroom service, cleaning, coffee making, or photocopying.

Employment requires:

• That the tasks are office functions under the HK agreement
• That the student is actively enrolled in a higher education programme
• Documentation of study activity

Hourly-paid employment can last for a maximum of six years. Typical tasks include archiving, filing, photocopying, and ad hoc office work.

At DTU, we employ Teacher’s Assistants primarily in two rounds.

The first round runs at the beginning of the spring semester (typically from January - June) and the second round runs at the beginning of the fall semester (typically from August – December).

The appointment process is as follows:

Institute

• Preparation
  The institute gathers a ‘pile’ of Teaching Assistants or Assistant Lecturers and creates a general case file in DOCX. Information forms, copies of work and residence cards, and copies of letters concerning work and residence permits are saved here.
  
  Remember to give access to the DOCX case to the following HR employees:
  • Line Vinther Jensen
  • Rasmus Søndergaard Erichsen
  • Diiah Abdel Rahman
  • Laura Hjerrild
  • Liv Slot Vahlkvist
    
    
• The input sheet
  When Teaching Assistants and Assistant Lecturers are ready to be employed, each institute must fill in data in the input sheet (only in Danish). The most recently updated input sheet can always be found here. You can see the latest updates in the input sheet in the “Guide” tab.
  
  After uploading, changes must not be made in the file.
  
  The input sheet should still be used even if there is only one Teaching Assistant/Assistant Lecturer.
  
  The input sheet is saved in the DOCX case file. Multiple sheets are numbered.
  
  To reduce the risk of errors and challenges regarding employees with multiple employments, all Teaching Assistants and Assistant Lecturers are employed from the first to the last day of the month - e.g., 1 January, to 30 June - unless there are significant reasons why other dates should be used.
  
  If a Teaching Assistant and Assistant Lecturer is to be employed for several courses at the same institute, the employee is only to be entered in the file once if the start date and end date are the same. Instead, the classes must be entered together so that the student only has a single contract. If the periods of the different employments do not coincide, the employee should be entered several times.
  
  

• Case to HR
  When the input sheet has been filled in, upload it via DTU Serviceportal.

 

Processing internally in HR

• Receipt of input sheets
  The Excel sheets are processed as soon as possible and in the order in which they are received.
  
  HR aims to process the task so that employees can register working hours no later than at the end of the first month in which the employee is employed. To do this, we need to receive the files in decent time - especially if we receive many files at once.
  
   After they are created in the system, the files are put in order of priority in the payroll system, followed by the contracts.
  
  The time we need to spend on the task depends on the quality of the files we receive. So please ensure that all relevant information is correctly entered and in the correct format before creating a DOCX file.

Employment requires:

• A completed bachelor’s degree.

Students who have completed a bachelor’s degree and will perform tasks with academic content are employed as part-time employees under the Collective Agreement for Academics (AC).

Placement is in the basic salary scale. Students without a completed bachelor’s degree must be employed under SUL or HK § 35. When transitioning to AC, the position must require an education listed in Appendix A of the agreement.

If a student is employed in a position not covered by SUL or HK § 35, it is not considered student employment.

Hourly-paid, non-student employees are employed under the HK agreement on the same terms as monthly-paid employees.

Hourly-paid employment may occur if:

• It is a replacement during holidays, illness, or similar
• It is temporary employment
• The employee is not comparable to a full-time or permanent employee
• Employment lasts a maximum of three months

Relevant collective agreements:

• HK agreement for office employees, laboratory technicians, and IT employees (only in danish)
• OAO-S Joint Agreement (only in danish)

IT employees are employed under the PROSA agreement—regardless of pay type.

Hourly-paid employment may occur for temporary work or replacement and only if the employee is not comparable to a full-time or permanent employee.

For working hours of eight hours or less per week, Corporate HR must make an agreement with PROSA before employment. If the union representative does not have authorization, PROSA must be contacted directly.

Relevant collective agreements:

• PROSA agreement (only in danish)
• Joint Agreement (only in danish)

Students employed under agreements other than SUL or HK § 35 must follow the terms of the relevant agreement. This will typically be monthly-paid employment—even with low weekly hours or fixed-term employment.