Guest researchers and interns
As an employee at MGMT, you are welcome to invite guest researchers and interns. If you want to invite a guest researcher or host an intern, please read and follow the procedure below.
To have a guest researcher or intern:
- Contact your Head of Section. The visit must be approved by your HoS before you can continue. HoS will also talk to you about office space available for the guest/intern.
- If accepted by HoS, you must contact our Data Manager, Nhu Do, and Pernille Kallehave if the guest/intern will be working with data with personal information or if you are planning to collect data with personal information together with your guest.
- You MUST use the MGMT invitation letter template (ask Pernille Kallehave). We do not accept invitation letters from the guest.
- The guest must be able to finance the stay without financial support from Aarhus University.
- Guests must be background screened if they come a ‘high-risk country’.
When you have the approvals in order:
- please fill out the form at the bottom of this page.
- The information is then sent to the Secretariat (Marianne Frimer).
Practical information about guest visits
The role of the host
The role of the host
The host is responsible for:
- writing the invitation letter (use template from MGMT),
- keeping in touch with the guest about his/her arrival at the department (where and when does the guest arrive, who receives the guest, etc.)
- inviting the guest/intern to seminars, MGMT breakfast, etc.
- to help the guest to be settled at the department and AU.
During the visit, the host is also responsible for ensuring that the guest benefits from the stay here and to help with any signature/completion of the guest's forms, etc. from their home institute.
- It is very important that you read the guideline from the International Staff Office.
- International Staff Office also offers help to you as a host: How do we help you as a host?
Registration, keys and office space
Registration, keys and office space
Keys and registration
The host completes the form below. Before the guest arrives the Secretariat (Marianne Frimer) will provide him/her with a keycard and a key.
Office space
We have four guest offices at the University City:
1834-147: 2 desks
1832-226: 2 desks
1831-414: 1 desk
1831-415: 1 desk
GDPR issues
GDPR issues
Depending on the purpose of the visit, a guest researcher and the host must be aware of issues regarding handling and processing of personal data (GDPR etc.):
- If the guest researcher comes to MGMT with the purpose of working on a research project that involves processing of data, containing personal data, which is collected at the guest’s home university, the home university is data controller for the data and the guest and host does not share the data, then this does not involve GDPR issues for MGMT.
- If the guest researcher wishes to share research data containing personal data, with a MGMT researcher, a collaboration agreement should be made between MGMT, Aarhus University and the guest researchers home university. In such cases, it is important the MGMT researcher makes sure that the guest researcher’s home university has a legal basis for sharing the personal data.
- If a MGMT researcher wishes to collaborate with the guest researcher in a research project that involves processing of data, containing personal data, collected by MGMT with Aarhus University as data controller, then the parties may enter into a research collaboration agreement and an agreement about the data sharing or possible a joint data controllership. The specific agreements are determined based on an individual evaluation.
- Guests cannot get a MGMT-email.
Read more about data protection at AU.
You can always contact our Data Manager, Nhu Do.
