AAU Handbook

Instructions for Aalborg University staff regarding parental leave etc.

Published: 04.08.2021 (Last revised: 08.03.2022)

Print as pdf

Content

Contents

Instructions for Aalborg University staff regarding parental leave etc.

Who is covered by the rules?

All parents are covered by the rules of the Equal Opportunities Act. All parents who are salaried employees and self-employed are covered by the Act on Entitlement to Leave and Benefits in the Event of Childbirth (Danish Parental Leave Act). All state-employed staff who are entitled to full pay during illness are covered by the rules of the Parental Leave Agreement. State-employed staff who are not entitled to pay during illness – typically hourly paid staff – will be covered by the Parental Leave Agreement after one full year of employment in the ministerial area concerned.

Employment requirements of the act on entitlement to leave and benefits in the event of childbirth (Danish Parental Leave Act)

In order for the university to pay wages during parental leave, there must be full income maintenance reimbursement. You must therefore be eligible for income maintenance from your municipality in order for your wages to be paid from the university. You are eligible for income maintenance if you

  • were attached to the labour market for the 13 weeks prior to the period of work absence and during that period were employed for at least 120 hours and are not entitled to income maintenance from the employer for the same period and employment conditions or
  • would have been entitled to unemployment benefit or a benefit replacing it (cf. legislation on Active Labour Market Policies or Labour Market Training) if the period of work absence had not occurred
  • completed, within the last month, a vocational programme of at least 18 months
  • are a student in paid internship in a programme regulated by or in accordance with legislation.

As a general rule, you must meet the requirements for the qualifying period of employment that apply at the time the absence starts. Mothers/gestational parents must meet the requirement no later than the time of the birth or upon receiving the child.

Mandatory deadlines

Mother/gestational parent – before the date of childbirth

Information reported: The pregnancy and the expected date the pregnancy leave will begin.

When: You must give notice no later than three weeks before the expected date of childbirth

How: Notice is given via the form: “Notification of pregnancy leave, maternity leave and parental leave”

Father/non-birthing parent – before the date of childbirth

Information reported: Timing of the 2-week leave directly connected to the time of the child's birth

When: 4 weeks before the absence begins

How: Notice is given via the form: “Notification of father/non-birthing parent leave and parental leave”

Both parents – after the date of childbirth

Information reported: The wish to exercise the right to parental leave after the 14th week after the date of childbirth, the time the leave will begin, and the duration of the leave

When: Within 8 weeks of the date of childbirth.

How: Notice is given via the form: "Notification of pregnancy, maternity and parental leave" or "Notification of father/non-birthing parent leave and parental leave"

Both parents – after the date of childbirth – postponement and reporting

Information reported: The wish to use the rights-based or agreement-based parental leave and the time the leave will begin

When: With 16 weeks' notice before the postponed parental leave begins

How: Notice is given via the form "Postponement and taking of leave, partial resumption of work"

Both parents – in the event of hospitalisation

Child's hospitalisation during parents’ leave

Child's homecoming after hospitalisation and whether or not leave is resumed

If the father/non-birthing parent assumes the mother’s/gestational parent's right to maternity leave (e.g. in the case of mother’s/gestational parent’s illness)

When: Immediately

How: Reported by telephone or by email to the place of employment or HR. After discharge, documentation of the hospitalisation period must be submitted to HR.

Right to absence (mother/gestational parent)

General guidelines

Right to pay during absence for pregnancy examinations if these are to take place during working hours

Pregnancy leave with pay (before childbirth)

According to the Parental Leave Agreement, right to pay from the date estimated in the medical record to be 6 weeks before the time of the birth

Notice must be given no later than 3 weeks before the expected date of childbirth.

However, Aalborg University can only be reimbursed by the Public Benefits Administration (Udbetaling Danmark) up to 4 weeks before the date of childbirth.

HR must receive notice of the date of childbirth as soon as possible.

Maternity leave with pay (after childbirth)

According to the Parental Leave Agreement, the right to absence with pay the first 2 weeks following the birth

After this, the option of absence with pay for 12 weeks after the birth*

It is possible to resume work on a part-time basis in the 12 weeks.

Parental leave with pay and on income maintenance

The number of weeks of leave desired must be reported no later than 8 weeks following the birth.

Parents have 3 options for organising parental leave:

A total of 32 weeks of parental leave with full income maintenance

A total of 40 weeks of parental leave with reduced income maintenance

A total of 46 weeks of parental leave with reduced income maintenance

Whether the parents choose 32, 40 or 46 weeks after the 14th week, parents employed by the state are entitled to up to 19 weeks leave at full of pay, i.e., 6 weeks earmarked for the mother/gestational parent and 7 weeks earmarked for the father/non-birthing parent and 6 weeks to be shared.

If both parents are state employees they are entitled to a total of 19 weeks of paid parental leave.*

If only one parent is a state employee, the mother/gestational parent is entitled to 12 weeks of paid parental leave and the father/non-birthing parent is entitled to 13 weeks – regardless of the rights of the other parent for paid parental leave.*

The right to partially resume work and to postponing leave may only be used with the choice of 32 weeks' absence.

The leave may be taken at the same time, together or staggered.

With income maintenance

If the parents choose a 32-week absence after maternity leave, and neither the mother/gestational parent nor the father/non-birthing parent use the 12-19 of the weeks of paid leave, the parents are entitled to a total of 32 weeks at full income maintenance. If they choose to use the 12-19 weeks of paid leave, the number of weeks with income maintenance is reduced accordingly.

The right to partially resume work and to postponing leave may only be used with the choice of 32 weeks' absence.

If the parents choose a 40-week absence after maternity leave, and neither the mother/gestational parent nor the father/non-birthing parent use the 12-19 of the weeks of paid leave, the parents are entitled to a total of 40 weeks at reduced income maintenance. If they choose to use the 12-19 weeks of paid leave, the number of weeks with income maintenance is reduced accordingly.

If the parents choose a 46-week absence after maternity leave, and neither the mother/gestational parent nor the father/non-birthing parent use the 12-19 of the weeks of paid leave, the parents are entitled to a total of 46 weeks at reduced income maintenance. If they choose to use the 12-19 weeks of paid leave, the number of weeks with income maintenance is reduced accordingly.

*the extent to which AAU receives full reimbursement in accordance with the Act on Unemployment Insurance

Right to absence (fathers/non-birthing parents)

Leave for fathers/non-birthing parents

According to the Equal Opportunities Act, right to absence for 2 weeks immediately after the birth

The 2 weeks may be taken at a different time within the first 14 weeks, subject to agreement with the employer.

With salary

According to the Parental Leave Agreement, right to absence for 2 continuous weeks with pay*

Parental leave

According to the Equal Opportunities Act, after the 14th week following the date of childbirth, both parents may exercise the right to parental leave.

Parents have 3 options for organising parental leave:

A total of 32 weeks of parental leave with full income maintenance

A total of 40 weeks of parental leave with reduced income maintenance

A total of 46 weeks of parental leave with reduced income maintenance

With salary

Whether the parents choose 32, 40 or 46 weeks after the 14th week, parents employed by the state are entitled to up to 19 weeks leave at full of pay, i.e., 6 weeks earmarked for the mother/gestational parent and 7 weeks earmarked for the father/non-birthing parent and 6 weeks to be shared.

If both parents are state employees they are entitled to a total of 19 weeks of paid parental leave.

If only one parent is a state employee, the mother/gestational parent is entitled to 12 weeks of paid parental leave and the father/non-birthing parent is entitled to 13 weeks – regardless of the rights of the other parent for paid parental leave.*

The right to partially resume work and to postponing leave may only be used with the choice of 32 weeks' absence.

The leave may be taken at the same time, together or staggered.

NOTE – The father/non-birthing parent may begin their parental leave prior to the 15th week.

With income maintenance

If the parents choose a 32-week absence after maternity leave, and neither the mother/gestational parent nor the father/non-birthing parent use the 12-19 of the weeks of paid leave, the parents are entitled to a total of 32 weeks at full income maintenance. If they choose to use the 12-19 weeks of paid leave, the number of weeks with income maintenance is reduced accordingly.

The right to partially resume work and to postponing leave may only be used with the choice of 32 weeks' absence.

If the parents choose a 40-week absence after maternity leave, and neither the mother/gestational parent nor the father/non-birthing parent use the 12-19 of the weeks of paid leave, the parents are entitled to a total of 40 weeks at reduced income maintenance. If they choose to use the 12-19 weeks of paid leave, the number of weeks with income maintenance is reduced accordingly.

If the parents choose a 46-week absence after maternity leave, and neither the mother/gestational parent nor the father/non-birthing parent use the 12-19 of the weeks of paid leave, the parents are entitled to a total of 46 weeks at reduced income maintenance. If they choose to use the 12-19 weeks of paid leave, the number of weeks with income maintenance is reduced accordingly.

*the extent to which AAU receives full reimbursement in accordance with the Act on Unemployment Insurance

Postponement of leave

Deadline for concluding agreements

Agreements on maternity leave (agreements on postponement of leave, partial resumption of work with and without extension) must be concluded no later than 8 weeks after childbirth.

Rights-based postponement of leave

You have the right to postpone between 8 and 13 weeks of the 32 weeks and take them in a continuous period until the child reaches the age of 9 years.

The right does not apply if you have chosen to extend the leave to 40 or 46 weeks; it also does not apply with a partial resumption of work with extension of leave.

The right to postpone leave may only be exercised by one of the parents.

Income maintenance during a period of postponed leave will be payable provided you meet the requirements concerning the qualifying period of employment that apply at the time you take the postponed leave.

If you have postponed absence in periods during which you are entitled to pay then the right to pay is postponed accordingly, to the extent that the university receives full reimbursement under the Act on Unemployment Insurance and you continue to be employed by the university at the time of the postponed leave.

The right to take the postponed leave is retained with a new employer.

The right to pay ceases if you are no longer employed by the university when you take the postponed leave.

Agreement-based postponement of leave

You have the right to postpone up to 32 weeks of the 32 weeks of leave.

The right does not apply if you have chosen to extend the leave to 40 or 46 weeks.

Postponed leave may be taken in increments but must take place before the child reaches 9 years of age.

The right to postpone leave may be exercised by both parents.

Income maintenance during a period of postponed leave will be payable provided you meet the requirements concerning the qualifying period of employment that apply at the time you take the postponed leave.

If you have postponed absence in periods during which you are entitled to pay then the right to pay is postponed accordingly, to the extent that the university receives full reimbursement under the Act on Unemployment Insurance and you continue to be employed by the university at the time of the postponed leave.

The right to pay ceases if you are no longer employed by the university when you take the postponed leave.

Notification of postponed leave

Notice of rights-based and/or agreement-based parental leave must be given no later than 16 weeks before the start of the postponed leave. Notice is given to your immediate superior via the form "Postponement of and taking leave, partial resumption of work" (page 2)

Partial resumption of work

Partial resumption of work with extension of leave

Subject to agreement with the university, both parents may partially resume work. If you enter into such an agreement with the university, the wage/income maintenance period may be extended equal to the time the work resumes.

Work may be resumed up to a maximum of 29.5 hours per week.

You are entitled to income maintenance for the hours where you have not resumed work. You are entitled to pay during the extended absence to the extent that during the period where work resumes you are entitled to pay during absence and provided that the university receives full income maintenance reimbursement during the extension.

This option can be used both in the first 14 weeks after childbirth and in the 32 weeks from week 15 (from week 3 in the case of the father/non-birthing parent), but not the first 2 weeks after childbirth in the case of the mother/gestational parent.

The option is not available if you have chosen to extend the 32 weeks of leave to 40 or 46 weeks and in cases where you have exercised the legal right to postpone leave.

Partial resumption of work without extension of the income maintenance period

Subject to agreement with the university, both parents may partially resume work without extension of the income maintenance period.

For salaried employees, partial resumption means any resumption of work with fewer hours than the normal level prior to the leave.

If you meet the employment requirement, you are entitled to unemployment benefit for the hours where you have not resumed work. You are entitled to pay for the hours where work has not resumed, provided that during the period where work does resume you are entitled to pay during absence and provided that the university receives full income maintenance reimbursement for the hours concerned.

This option may be used for pregnancy leave (the 6 weeks before childbirth), the first 14 weeks after childbirth, and the 32 weeks starting with week 15 (week 3 for fathers/non-birthing parents), but not the first 2 weeks after childbirth in the case of the mother/gestational parent.

The option also applies if you have chosen to extend the 32 weeks of leave to 40 or 46 weeks and with postponing the leave (both rights-based and agreement-based postponement of leave).

Adoption deadlines

Deadlines

Female/primary caregiver[LI1]  adoptive parent – before adoption

Information reported: The plan to begin the adoption leave[LI2] 

When: As far as possible, 3 months before the expected time of receiving the child*

How: Notice is given via the form: “Notification of adoption and parental leave”

Male/secondary caregiver[LI3]  adoptive parent – before adoption

Information reported: Timing of the 2 weeks of paternity/non-birthing parent leave in connection with receiving the child

When: 4 weeks before beginning the leave

How: Notice is given via the form: “Notification of adoption and parental leave”

Both adoptive parents – before adoption

Information reported: The wish to exercise the right to absence with pay in connection with receiving the child abroad

When: 3 months before departure

How: Notice is given via the form: “Notification of adoption and parental leave”

Both adoptive parents – after adoption

Information reported: The wish to exercise the right to parental leave after the 14th week after the date of receiving the child, the time the leave will begin and the duration of the leave

When: Within 8 weeks after receiving the child.

How: Notice is given via the form: “Notification of adoption and parental leave”

Both adoptive parents

Information reported: The wish to use the rights-based or agreement-based parental leave and the time the leave will begin

When: With 16 weeks' notice before the postponed parental leave begins

How: Notice is given via the form "Postponement and taking of leave, partial resumption of work"

Both adoptive parents, regarding:

Child's hospitalisation during adoptive parents’ leave

Child's homecoming after hospitalisation and whether or not leave is resumed

Information reported: That the staff member assumes the other adoptive parent’s right to absence

When: Immediately

How: Reported by telephone or by email to the place of employment or HR.

*If the leave is not determined with receiving the child, the same warnings as above apply with the necessary adjustments.

Postponement of leave

Similar to the rules for non-adoptive parents.

Leave for receiving an adopted child abroad

Right to absence, according to the Act on Entitlement to Leave and Benefits in the Event of Childbirth

Smilar to the rules for non-adoptive parents, [LI1] adoptive parents are entitled to absence and income maintenance but with receiving the child as a cut-off time instead of childbirth, provided that the adoption investigators find that the adoption applicant or one of the adoption applicant spouses must be at home for a period of time.

It is important that the university obtains documentation on the adoption investigators’ finding that the adoption applicant or one of the adoption applicant spouses must be at home for a period of time, as the right to pay during maternity leave requires that full income maintenance reimbursement be granted.

With salary

Staff members who are to receive a child abroad or in Denmark are entitled to absence to the same extent as they are entitled to absence with income maintenance (cf. leave before receiving the adoptive child with income maintenance).

With income maintenance

Adoptive parents staying abroad to receive a child are granted income maintenance for up to 4 weeks before receiving the child. The period of income maintenance is calculated from the date of departure until the date on which the formal conditions for taking the child out of the country are met. In special cases, the period may be extended by up to 4 weeks.

Adoptive parents who are to receive a child in Denmark are granted income maintenance for up to 1 week before receiving the child if the child is not already residing in the adoptive parents’ home. It is a prerequisite for income maintenance that, for the sake of the child, the adoptive parents stay where the child is staying before receiving the child. In special cases, the period may be extended by up to 1 week.

Adoption leave

According to the Act on Entitlement to Leave and Benefits in the Event of Childbirth, income maintenance is granted for 14 weeks after the child is received to one adoptive parent at a time, except for 2 continuous weeks.

With salary

According to the Parental Leave Agreement, adoptive parents are entitled to an absence of 14 weeks with pay after receiving the child.*

According to the Parental Leave Agreement, the father/secondary caregiver is entitled to 2 continuous weeks with pay* (paternity/non-birthing parent leave).

That is, the father/secondary caregiver may take leave instead of the mother/primary caregiver.

Parental leave

According to the Act on Entitlement to Leave and Benefits in the Event of Childbirth, after the 14th week following the date of childbirth, both adoptive parents may exercise the right to parental leave.

Adoptive parents have 3 options for organising parental leave:

A total of 32 weeks of parental leave with full income maintenance

A total of 40 weeks of parental leave with reduced income maintenance

A total of 46 weeks of parental leave with reduced income maintenance

With salary

Whether the parents choose 32, 40 or 46 weeks after the 14th week, parents employed by the state are entitled to up to 19 weeks leave at full pay, i.e., 6 weeks earmarked for the mother/primary caregiver and 7 weeks earmarked for the father/secondary caregiver and 6 weeks to be shared.

If both parents are state employees they are entitled to a total of 19 weeks of paid parental leave.

If only one parent is a state employee, they are entitled to 12-13 weeks of paid parental leave – regardless of the rights of the other parent for paid parental leave.

The leave may be taken at the same time, together or staggered.

NOTE – Fathers/secondary caregivers may begin their parental leave prior to the 15th week.

With income maintenance

If the adoptive parents choose 32 weeks' absence after the adoption leave ends, and neither adoptive parent[LI1]  uses the 12-19 weeks with pay, the adoptive parents are entitled to a total of 32 weeks with full income maintenance. If they choose to use the 12-19 weeks of paid leave, the number of weeks with income maintenance is reduced accordingly.

The right to partially resume work and to postponing leave may only be used with the choice of 32 weeks' absence.

If the adoptive parents choose 40 weeks' absence after the adoption leave ends, and neither adoptive parent uses the 12-19 weeks with pay, the adoptive parents are entitled to a total of 40 weeks with reduced income maintenance. If they choose to use the 12-19 weeks of paid leave, the number of weeks with income maintenance is reduced accordingly.

If the adoptive parents choose 46 weeks' absence after the adoption leave ends, and neither adoptive parent uses the 12-19 weeks with pay, the adoptive parents are entitled to a total of 46 weeks with reduced income maintenance. If they choose to use the 12-19 weeks of paid leave, the number of weeks with income maintenance is reduced accordingly.

*the extent to which AAU receives full income maintenance reimbursement in accordance with the Act on Unemployment Insurance

Seniority accrual etc. – all parents

The paid part of maternity leave

During the paid part of maternity leave, you earn the right to a pension, paid holiday, special holidays, seniority, and anniversary seniority.

The unpaid part of maternity leave

During periods of income maintenance or parts thereof, including postponed and extended leave, and periods of no income, you earn full pension rights throughout the entire unpaid maternity or adoption leave.

However, if you choose to extend parental leave from 32 weeks to 40 or 46 weeks, you will not earn pension rights in the last 8 or 14 weeks. The right to paid holiday and special holidays throughout the period unpaid leave, up to a maximum however of 6 months in addition to the 32 weeks of parental leave.

During periods of unpaid maternity leave, full pay and anniversary seniority are earned.

Holiday in connection with maternity leave

In some cases, maternity leave prevents you from taking holiday – in other cases it does not.

Maternity leave preventing taking holiday

  • Full-time maternity leave

  • Rights-based extension of leave

If you choose to extend the 32 weeks from week 15 after childbirth to 40 or 46 weeks, then you may not take holiday during this period since the leave must be held in a continuous period and may not be postponed.

  • Taking rights-based postponed leave

If you have chosen to postpone between 8 and 13 weeks' leave to take later, before the child reaches 9 years of age, you will not be able to take holiday during this period as it is not possible to interrupt the leave which must be taken in a continuous period.

Periods during maternity leave with the option of taking holiday

Partial resumption of work with and without extension of leave

If you have agreed to a partial resumption of work such that work resumes on full days (e.g. working full-time Monday to Wednesday and on leave Thursday and Friday), holidays may be taken on the whole days where work has resumed (i.e. Monday through Wednesday).

Payment of holiday pay based on being prevented from taking holiday

If you are unable to take holiday due to maternity/adoption leave, the leave is considered as preventing you from taking holiday.

The leave that prevents you from taking holiday must be within the main holiday period, i.e. up to 30 September. After 30 September, holiday pay equal to the main holiday (15 days) may be paid or carried over to the next holiday year, unless you choose to take holiday at a later time before the end of the holiday year.

If the leave that prevents you from taking holiday is within the holiday year ending on 30 April, the holiday pay for the holiday that could not be taken by the end of the holiday year (because it was prevented by leave) may be paid at the end of the holiday year.

Alternatively, you can agree with your department/section to carry over the entire holiday that cannot be taken.

Maternity leave – special conditions

Pregnancy with health complications etc.

In special cases, pregnant persons[LI1]  are entitled to absence from work with their usual salary earlier than 6 weeks before the expected birth in situations where a medical assessment has determined that the pregnancy is progressing in a way that poses a risk to the gestational parent’s health or to the foetus.

Miscarriage

The boundary between childbirth and miscarriage is the end of the 22nd week of gestation.

According to the Parental Leave Agreement, in the event of miscarriage, there is no right to leave or childcare days.

Stillbirth, death of the child, or placing the child for adoption

If the child is stillborn, dies or is placed for adoption before the 32nd week after the birth, mothers/gestational parents are entitled to leave for up to 14 weeks after the death of the child or having placed the child for adoption.

Fathers/non-birthing parents are entitled to leave for 2 continuous weeks after the birth.

If the child placed for adoption dies before the 32nd week following the child being received, one adoptive parent is entitled to leave for up to 14 weeks after the death of the child. Adoptive parents must choose which of them will take the leave, and thus may not share the leave.

Wages are paid during the leave to the extent that you have not already exercised your right to pay under the Parental Leave Agreement and provided that the university receives full income maintenance reimbursement.

Hospitalisation of the child

At the time of the child's hospitalisation, the parental leave period may be extended (maximum 3 months combined) or postponed. The child's hospitalisation must have taken place within the first 46 weeks after birth/receiving the child. Documentation of the hospitalisation must be forwarded to HR.

Maternal disease/death in the first 14 weeks after childbirth

In exceptional cases where the mother/gestational parent dies or due to illness cannot take care of the child, the father/non-birthing parent may be entitled to maternity benefit for the first 14 weeks after the birth. It is a condition that the mother/gestational parent is entitled to income maintenance. For example, if the mother/gestational parent is in early retirement or is a student, the father/non-birthing parent may instead take leave for the 14 week period in advance of using the 32-week period after taking 2 weeks of paternity/non-birthing parent leave after the birth.

Course activities

You are free to take part in course activities, including exams, while on leave. You are still entitled to full income maintenance and any wages, regardless of the extent of participation in course activities.

Public holidays and the like

If public holidays and the like fall within a period of leave, you receive no compensation for this.

Residing abroad

If you live abroad but work for the university and pay Danish income tax, you will normally be covered by the Equal Opportunities Act, the Act on Unemployment Insurance and the Parental Leave Agreement.

Childcare days

Who is entitled to childcare days?

All AAU staff members who become parents* after 1.10.2005

Employees with children under 7 years of age who are newly employed as of 1.10.2005 or later

NOTE – Staff members who were employed before 1.10.2005 in a position covered by the Parental Leave Agreement and who, after 1.10.2005, transferred directly to another state position, etc., are not considered new employees.

How are childcare days allocated?

Two childcare days per child are allocated in each calendar year up to and including the calendar year in which the child reaches 7 years of age (a total of up to 16 days).

Rules on taking childcare days

As a rule, childcare days must be taken in the calendar year in which they are allocated, i.e. childcare days not taken in the calendar year in which they are allocated lapse at the end of the calendar year and cannot be reimbursed in cash.

However, the childcare days allocated in the calendar year in which the child was born/received are automatically carried over to the following calendar year if the days have not been used, regardless of when the child was born/received in the calendar year.

Therefore, childcare days may be carried over to the following calendar year if the staff member was prevented from taken their childcare days due to taking pregnancy, adoption, maternity, paternity and parental leave for an entire calendar year.

How to take childcare days

Childcare days may be taken as whole or half days.

The staff member informs the place of employment as to when they wish to take the childcare days. The staff member must request to take the childcare days as early as possible.

NOTE – If a staff member becomes ill before a childcare day has begun, the childcare day is not considered used. On the other hand, if the staff member becomes ill or takes another legal absence after the childcare day has begun, the day is consider used and cannot be replaced.

What happens to childcare days with changes in employment conditions?

If the employment conditions change, the remaining number of childcare days is retained.

If a staff member changes their place of employment internally at AAU, the childcare days follow the staff member.

In the case of leave (leave with and without pay), the childcare days are retained and may be reinstated if the staff member returns to work in the same calendar year in which the days are allocated.

If employment at AAU is terminated, unused childcare days may be carried over if the staff member transitions to other state-sector employment covered by the Parental Leave Agreement in direct connection with termination.** In other cases, the unused care days*** lapse.

How is information on childcare days obtained with new employment at AAU?

HR obtains information from the staff member on previously earned childcare days at another state-sector institution and whether they have children aged 0-7 years through the form "Information with new employment".

Childcare days carried over must be documented by a letter from the former employment authority/employer. The definition of 'direct transfer' must be respected.

General guidelines

Specific uses are not required.

Childcare days may be taken independently of the other parent’s leave.

The child's first and second sick day is not affected by this scheme.

Full wages are paid during a childcare day.

The place of employment must accommodate taking childcare days, unless the absence would be incompatible with the work.

The employment authority must keep records on the use of childcare days.

For all AAU staff members who became parents before 1.10.2005, different rules apply.

*The determining factor is the actual time of birth/receiving the child and not the expected time of birth/receiving the child.

**Direct connection means the transition from one day to the following day, such as termination on 31.5.2000 and new employment on 1.6.2000

***In the case of seasonal staff (teaching assistants, part-time lecturers) who are regularly dismissed and re-employed at the season end/start, childcare days are included in the event of re-employment, even if there is no direct transition between two appointments.

Hourly-paid employment

Wages are paid during absence due to pregnancy, maternity leave and adoption in accordance with the current rules on maternity leave and adoption.

No wages are paid during absence due to pregnancy, etc., if the hourly-paid individual is employed elsewhere. If you are an hourly-paid employee in several places, a calculation is made so that no wages are paid for more than a total of 37 hours per week.

For deadlines and rights of absence, see the guidance for mothers/gestational parents and fathers/non-birthing parents.

Staff members entitled to pay during a sickness period are also covered by the Parental Leave Agreement.

Staff members who are not entitled to pay during a sickness period will be covered by the Parental Leave Agreement after one full year of employment in the ministerial area concerned, calculated in a period of up to two years.

An hourly-paid student HK/PROSA who is not entitled to pay during a sickness period (e.g. because they work 8 hours or less on average per week) is covered by the rules on income maintenance.

For example, student assistants with an employment rate of less than 8 hours per week are covered after 1 year of employment.

Student assistants employed for 8-15 hours per week are covered from the start of the employment if they do not fulfil the requirements on the qualifying period of employment but are employed more than 9 hours per week. The staff member will be covered by the Consolidated Act on the Legal Relationship between Employers and Salaried Employees where half pay can be granted during the period of 14 weeks of maternity leave (Under the Act on Entitlement to Leave and Benefits in the Event of Childbirth, the staff member will be entitled to full pay 4 weeks before the date of childbirth.)

All this leave depends on full income maintenance reimbursement for the university.

Wages during maternity leave, adoption and childcare days may be paid until the end of the employment period.

Calculation of hours

Student assistants/teaching assistants etc.

Pay is calculated based on an average of the last 4 weeks of hours. In cases where the working time in the last 4 weeks cannot be considered representative, a longer calculation period – typically 3 months – may be used.

The calculation of course also takes into account the number of hours assigned. This does not mean that hours are simply not assigned during the period the staff member is on leave. In such a case, you will look at how many hours the staff member is accustomed to being assigned.

A document will then be drawn up for the payroll office so that the hours will be paid automatically; thus no timesheets will be delivered during the period.

Part-time lecturers

The calculation of the number of hours that the part-time lecturer may be paid during maternity leave and adoption is based on the hours of employment elsewhere and the allocation of hours.

If the part-time lecturer has full-time employment elsewhere, no wages are paid during maternity or parental leave.

If the part-time lecturer has no work other than part-time lecturer appointment, the reported hourly rate for the period is granted. If hours are not reported, 50 hours are granted per semester.

In periods where no hours are paid, for example, in July and August, the individual is removed from the AAU maternity leave system, and leave is reported with income maintenance during the period. If, after 1.9.xxxx, there are still pay weeks remaining, the part-time lecturer is re-employed and hours will be paid until the individual transfers to income maintenance.

Compulsory maternity and parental leave interviews

At Aalborg University, interviews are held with all staff members (academic, technical and administrative), regardless of gender, both before and after long-term maternity or parental leave. In addition, staff members are offered an interview during maternity or parental leave, i.e. immediately before returning to the job.

The interviews can:

  • Contribute to staff member retention at a life stage that may lead to opting-out of an academic career
  • Create dialogue between the manager and the staff member about work-life balance
  • Ensure a smooth transition from work to maternity leave and from maternity leave to work
  • Challenge gender stereotypes and increases incentives to take parental leave regardless of gender

The requirement for maternity or parental leave interviews between the staff member and the immediate superior applies to all staff at AAU (academic, technical and administrative). The interviews assist the parent-to-be in being seen, heard and supported in terms of any challenges in balancing family and working life. The interviews also provide the framework for relevant clarifications on work tasks as well as discussion of opportunities and rights for the parent-to-be and returning staff member.

Aalborg University requires a minimum of three interviews. An initial interview with the parent-to-be is required, and, in addition, post-maternity or parental leave interviews with staff members who have been absent for more than 12 weeks. It is also a requirement that an interview be offered during maternity or parental leave to staff members who have been absent for more than 12 weeks. The staff member assesses whether they wish to make use of the offer.

A partial teaching-free or research-free semester

The right to a partial teaching-free or research-free semester after the end of maternity or parental leave applies to staff members who return after a long absence. The scheme supports a smooth return to work and helps to free up time to get professionally up to date. The purpose is to give the staff member sufficient time to get on equal footing with colleagues with regard to performance review. It must therefore be made clear that the total working hours remain unchanged. Staff members who return after maternity or parental leave therefore do not reduce their working hours but are released from some tasks that are normally part of the regular full-time position. The scheme is discussed in the compulsory interview on maternity or parental leave between the staff member and the immediate superior prior to the start of maternity or parental leave.

The right to a partial research-free or teaching-free semester after returning from maternity leave applies to all academic staff members who have been absent due to maternity or parental leave of more than 12 weeks. The scheme covers the following job categories: PhD students who are employees, assistant professor, postdoc, associate professor, professor with special responsibilities and professor.

The staff member gets a reduction in a number of working hours related to either teaching, research or other academic tasks, including, for example, committee work. The content of the work reduction is flexible and is agreed between the staff member and manager so that individual conditions, including the basis for performance review are taken into account.

Depending on the length of absence, the work tasks are reduced by the following number of hours, unless otherwise agreed.

The department compensates for the cost associated with hiring a research assistant or a part-time lecturer for the number of hours for which the reduction is calculated.

It is possible that (parts of) the financial compensation may instead be converted into additional funds for research trips, equipment or the like, if this is deemed most appropriate by agreement between the staff member and manager. This may be an additional option if a reduction in teaching or research is considered to have excessive consequences with regard to performance review. 

Conditions:

  • Staff members covered by the scheme cannot get both a reduction in tasks and an extension of their employment (see item 3) in relation to the same employment contract.
  • Work reductions after maternity or parental leave may occur several times per employment contract, i.e. regardless of whether staff members are absent due to prolonged maternity or parental leave more than once in the same job category

Extension of assistant professorship by up to one year

At Aalborg University, assistant professors are employed for either three or four years. Determination of the duration of the assistant professorship varies across the university. The scheme provides that assistant professors who are initially employed for a three-year period may get an extension of the assistant professor employment by up to one year, instead of a partial research-free or teaching-free semester (see item 2).

The option of using the scheme is discussed in the compulsory interview for maternity or parental leave between the staff member and the immediate superior prior to the start of maternity or parental leave; the decision is therefore based on a specific, individual assessment.

The possibility of extending the employment contract after maternity or parental leave applies to assistant professors who have been absent for more than 24 weeks. However, the extension may only take place in cases where the staff member as a rule is employed for a three-year period, since the employment contract may not exceed the fourth year under the job structure (except for extension due to maternity or illness).

Conditions:

  • It is not possible to get both an extension of employment and a work reduction (see paragraph 2) in relation to the same employment contract.
  • A staff member’s employment may only be extended once, i.e. regardless of whether the staff member is absent due to prolonged maternity or parental leave more than once.

Increased opportunity for flexible working conditions

Aalborg University wants to focus more on the option of flexible working conditions, including flexible organisation of working hours and the possibility of working from home – during pregnancy, for new parents and for parents of toddlers.

Flexible working conditions for parents must ensure that tasks are solved in the best possible way and contribute to the staff member’s ability to balance work and family life. The possibility of flexible solutions can facilitate greater job satisfaction, greater productivity and contribute to effective solutions with regard to children's sick days where staff members have the opportunity to work partially from home, or come in later, instead of having a child sick all day. 

Agreements on flexible working conditions must be made with the immediate superior in the compulsory interview on maternity or parental leave. In subsequent years, when the staff member has young children, the topic may be revisited in the performance and development review or other interviews relating to well-being.

 

Search AAU Handbook

Target group

  • Det Humanistiske Fakultet
  • Det Ingeniør- og Naturvidenskabelige Fakultet
  • Det Samfundsvidenskabelige Fakultet
  • Det Sundhedsvidenskabelige Fakultet
  • Ansatte på AAU
  • Det Tekniske Fakultet for IT og Design
  • Fælles Service
  • Institutter
  • Skoler
  • Studienævn

Category

  • Fysiske forhold
  • Bolig til udenlandske studerende og ansatte
  • Byggeri og bygningsdrift
  • Fysisk arbejdsmiljø
  • Lejemål
  • Lokaler
  • Miljø
  • Sikkerhed
  • Udendørs arealer
  • Organisation
  • Forsikring
  • GDPR
  • Journalisering
  • Strategi og udvikling
  • Styrelsesspørgsmål
  • Styrende organer
  • Personale
  • Ansættelse
  • Arbejdsmiljø
  • Barsel
  • Ferie
  • Fratrædelse
  • Internationale medarbejdere
  • Kompetenceudvikling
  • Krænkende adfærd
  • Løn
  • Personalepolitik
  • Rekruttering
  • Samarbejde
  • Sygdom
  • Kommunikation
  • Design og logo
  • Intern kommunikation
  • Markedsføring
  • PR og presse
  • Sprog og oversættelse
  • Forskning
  • Forskningsregistrering i VBN
  • Input fra fakulteterne
  • Ph.d.
  • Økonomi
  • Anlæg
  • Bogholderi
  • Budget
  • e-handel
  • eforms
  • Indkøb
  • Projektøkonomi
  • Prophix
  • Qlikview
  • Regnskab
  • Rejser
  • RES
  • RUS2
  • Statistik
  • Økonomistyring
  • Uddannelse
  • Hjemmesider om uddannelse
  • Internationalisering
  • Klager dispensationer og disciplinære foranstaltninger
  • Kvalitetssikring og akkreditering
  • Optagelse orlov og udmeldelse
  • Undervisning eksamen og merit
  • IT
  • Hjemmesider
  • IT - diverse
  • IT Services
  • Scanpas-vejledninger

Type

  • Politik
  • Procedure
  • Regel
  • Et godt råd
AAU Handbook