The University of Iceland is located in the heart of Reykjavik and within walking distance from the city´s main attractions; Reykjavik Pond, the Parliament, the City Hall, Hallgrímskirkja, Music Hall Harpa, and the National Gallery of Iceland. Welcome Meeting upon Arrival All new incoming employees will be invited to a welcome meeting upon arrival. Further information on time will be decided according to the expected time of arrival. The meeting place - the Main building (the oldest building on campus and the one in the front picture). Employment Terms, Wages and Payslip To make an employment contract with the University, the Icelandic ID number and an Icelandic bank account should be ready. All UI employees are entitled to a written employment contract detailing the terms of their employment and should contain: Employee‘s name and ID number Position/job title Information on where the work is to be conducted Employee‘s main tasks and responsibilities Information on payscale, pension fund, and union membership Period of employment and work hours Termination clauses To make the employment contract, the following information is needed. Home address in Iceland Mobile phone number Deposit bank account number (12 digits) Degree certificate Project-based Employment Post-docs and PhD positions at the University of Iceland are usually a project-based and temporary employment. It will end and be completely parallel to the project. In all cases, vacation should be used within the duration period of the contract. The vacation is paid and we urge all employees to use their vacation. In other words, the vacation is not paid after termination of the contract. Always make sure to plan your vacation according to your supervisor´s wishes. Wages and Payslip The University of Iceland pays wages afterward and pays directly into a bank account on the first day of the month. All UI employees receive an electronic payslip/pay stub and it's reachable by logging into island.is Unfortunately the payslip is still only available in Icelandic. Please see a translated version of it below. The payslip contains information on their wages that details the amount paid as well as deductions such as taxes, pension fund premiums and union membership fees. It is important to review your payslip to make sure that your employer has made the correct deductions and that you are paying your taxes and other duties by the law and the employment terms. A sample of University of Iceland payslip For further information on employment contracts, wages, and payslip please contact the Pay Roll Office at: laun@hi.is Academic Evaluation The Division of Science and Innovation manages the academic evaluation for the University staff. Post-doctoral researcher´s previous research and publications are evaluated as well. More information, application forms, and contact information can be found on Division of Science and Innovation The HR managers of every School assist with how to submit documents for evaluation. Paid Vacation and Public Holidays in Iceland Paid Vacation Each employee is entitled to a paid vacation, for a full year´s work a maximum of thirty days or 2,5 days per month. The vacation accumulation cycle is from 1 May to 30 April. For example, those who start November 1st have earned 15 vacation days for six months, November-April that can be used the following summer. The summer vacation period is from May 1st to September 15th. The supervisor tries to meet their requests if at all possible if vacation is needed around the Christmas holidays or at other times outside the vacation period. Researchers are obliged to track their vacations themselves and always plan their vacations by their supervisor/research project manager. Those who are on a temporary research project-based employment need to use their vacation days within the lifetime of the project as the non-used days will not be paid out when the contract is terminated. Those who work very short temporary periods get their vacation days paid out. The payment is transferred into a special bank account "vacation account" (orlofsreikningur). Withdrawal is possible after May 15th every year for the previous vacation period that runs from May 1st until April 30th. Those who leave Iceland before the vacation period ends can access the amount that has accumulated during the period by obtaining a confirmation letter from the Pay Roll Office laun@hi.is Public Holidays The following days are public holidays in Iceland. Most public and private companies are closed these days. UI employees are off work these days without any reduction in pay. January 1st, New Year's Day Maundy Thursday (the last Thursday before Easter) Good Friday Easter Sunday Easter Monday (the day following Easter Sunday) First Day of Summer (usually the third Thursday in April, and seldom very warm at all) May 1st, Labour Day Ascension Day Whit Sunday Whit Monday/ Pentecost Monday (the day following Whitsunday) June 17th, National/Independence Day Bank Holiday (first Monday in August) December 24th, Christmas Eve (from noon) December 25th, Christmas Day December 26th, Boxing Day December 31st, New Year's Eve (from noon) Mentor Those who are appointed to an academic position at the University of Iceland are offered a "mentor" or job guidance. Job guidance is a professional relationship between two employees where an experienced employee (mentor) guides and supports a new employee at the first stages of the career where many tasks and new challenges are faced. The mentoring system is a part of the new staff welcome process at the University of Iceland. The mentoring system was initiated in the spring of 2014 and formally launched in February 2014. The project was being developed throughout the first year and new teachers and their mentors took an active part in implementing and shaping the procedure that is now used. Detailed information is provided for the new academic staff during the welcome process, at meetings, and events. UI Intranet UGLA The University of Iceland uses its intranet called UGLA. Every new employee needs a Ugla and UI email account. We assist academic staff and post-docs to apply for and obtain the Ugla account. Doctoral students go directly to the UI Service Desk at the University Centre to apply for their Ugla account. To be able to apply for the Ugla account, the Icelandic ID number needs to be in place. Depending on your nationality, it is urgent you first register in Iceland. If EU/EEA citizen through Registers Iceland but all non-EU/EEA citizens through the Directorate of Immigration. We notify the applicant when the username and password are ready. The username is the UI email address. The username and password can be obtained either at the IT service desk or at one´s online bank. The UI email address and Ugla are the University communication tools. All employees are strongly advised to use it in their daily work life in order not to miss out on imperative announcements, events, and other things that might be crucial in daily life as a UI employee. Equality and Diversity The University of Iceland is committed to promoting equality and diversity in all fields and strives to be at the forefront in all areas of equality. Gender Equal Pay Certification The University of Iceland is the largest institution in Iceland to receive equal pay certification. The University of Iceland received equal pay certification in 2019 and it is by far the most populous institution to receive such certification in Iceland. The certification comes after a detailed audit of the school's salary issues, which covered almost five thousand employees. This was stated at the annual meeting of the University of Iceland. The law on equal pay certification was approved by Althingi in mid-2017, but the certification aims to combat the gender pay gap and promote gender equality in the labour market. Shortly after the law was passed, an audit of its salary system began within the University. Sexual harassment and bullying Rules of Procedure on the response to gender-related and sexual harassment and other sexual violence Professional Council on responding to gender-related and sexual harassment and other sexual violence Reporting bullying and violence Safety at your Workplace UI Health and Safety Committee The University of Iceland in cooperation with the Department of Civil Protection and Emergency Management has published a contingency plan for reaction against threats, natural disasters, communicable diseases, chemical accidents, and other unexpected incidents. Icelandic Language Courses The University of Iceland encourages all international employees to learn the Icelandic language. Various courses in Icelandic are offered on the University campus. The UI Language Centre (Tungumálamiðstöð HÍ) manages all the courses offered. They range from level 1-4 and each level is usually offered once per semester and sometimes more frequently. The University offers these courses free of charge for University staff and their spouses only. Due to high demand, limited seats, and University staff priority, these courses fill up very quickly. Icelandic courses offered by the University of Iceland are advertised under "events" at Ugla the UI intra-web, registration is through Ugla as well. Other sources to learn Icelandic Icelandic Online is a free online course, a perfect start before you arrive in Iceland. Mimir a Center for Lifelong Learning offers Icelandic courses on different levels. The Tin Can Factory offers Icelandic courses with a new twist. Múltí Kúltí Language Center offers Icelandic Language courses and courses in various other languages. More information on Icelandic courses offered can be found on the Euraxess Iceland website. Research Funds and Grants These funds are meant to support researchers in various tasks and operations. The funds include post-doc grants, doctoral students grants, assistant teachers grants, equipment purchasing grants, travel grants, etc. All UI funds are managed by the Division of Science and Research Sáttmálasjóður (Staff Travel Fund) is managed by the Division of Finance, in particular the Cashier. Erasmus Grants ease an exchange within and outside Europe and are both for staff and students. These grants are managed by the Division of International Affairs. Transportation Agreement The University of Iceland's sustainability and environmental policy states that the University will encourage employees to travel to and from the University using transportation other than the car, thereby improving the well-being of staff and making the University more environmentally friendly. To this end, the following transport agreement between the University of Iceland and University staff is available: Article 1 - Any staff member who signs this transport agreement undertakes to use environmentally friendly transport options rather than the car when traveling to and from the University, at least 60% of the time. Environmentally friendly transport options are here defined as taking the bus, cycling, or walking. In return, the University of Iceland offers staff a choice of benefits, as outlined in Article 2. Article 2 - A. A staff member who takes the bus at least 60% of the time may purchase a 12-month bus card for the price of a 9-month bus card, in accordance with an agreement between the University of Iceland and Strætó. Additionally, the University of Iceland shall subsidise the bus card by ISK 15,000. This subsidy will be paid on presentation of the receipt. B. A staff member who cycles or walks to and from work at least 60% of the time shall receive a pass to the University of Iceland Gymnasium at Sæmundargata, awarded when this agreement is signed. A transport contract may be made with an employee who is permanently employed with at least 50% employment ratio and has an employment contract for at least 50% employment. Post-doctoral researchers provided with employment contracts as well as doctoral students are also eligible. The transport agreement needs to be renewed every year by the employee. Please contact UI Pay Roll Office laun@hi.is to finalize a contract. Information regarding name, ID number, and telephone number as well as specifying whether applying for a subsidy for a twelve-month bus card or a free admission card to the University gym at Sæmundargata must be sent via e-mail. Based on the transport agreement, employees are allowed to make an individual transport agreement with the University. The agreement stipulates that the person in question undertakes to travel to and from the University by bus, bicycle, or on foot at least three times a week. In return, the employee receives a subsidized twelve-month bus pass or a free admission pass for the university gymnasium at Sæmundargata. Be aware that an employment contract needs to be signed to be able to sign a transportation agreement. Gym on Campus The University Gym offers various classes at a fair price during the workweek. Gym classes, yoga classes, and running with a trainer are just a few examples of what is offered. The University employees are encouraged to take advantage of the facilities on campus and classes offered. Those who walk or bike to work can sign a transportation agreement where they get a free membership at the gym. Please contact the Pay Roll Office laun@hi.is to sign one. The Science Institute The Science Institute is an independent research institute within the University of Iceland. The institute was founded to conduct basic research in physics, chemistry, mathematics, earth sciences, and sub-disciplines. Sub-institutions are the Institute of Earth Sciences and the Institute of Physical Sciences. Most of the administrative work for Science Institute, HR matters, finances, bookkeeping, etc is executed through the University at the School of Engineering and Natural Sciences in collaboration with the central administration. More information on the Science Institute; its research, the board, employees, and more can be found on its website. Further information Equality in Teaching Checklist facebooklinkedintwitter
All UI employees are entitled to a written employment contract detailing the terms of their employment and should contain: Employee‘s name and ID number Position/job title Information on where the work is to be conducted Employee‘s main tasks and responsibilities Information on payscale, pension fund, and union membership Period of employment and work hours Termination clauses To make the employment contract, the following information is needed. Home address in Iceland Mobile phone number Deposit bank account number (12 digits) Degree certificate Project-based Employment Post-docs and PhD positions at the University of Iceland are usually a project-based and temporary employment. It will end and be completely parallel to the project. In all cases, vacation should be used within the duration period of the contract. The vacation is paid and we urge all employees to use their vacation. In other words, the vacation is not paid after termination of the contract. Always make sure to plan your vacation according to your supervisor´s wishes. Wages and Payslip The University of Iceland pays wages afterward and pays directly into a bank account on the first day of the month. All UI employees receive an electronic payslip/pay stub and it's reachable by logging into island.is Unfortunately the payslip is still only available in Icelandic. Please see a translated version of it below. The payslip contains information on their wages that details the amount paid as well as deductions such as taxes, pension fund premiums and union membership fees. It is important to review your payslip to make sure that your employer has made the correct deductions and that you are paying your taxes and other duties by the law and the employment terms. A sample of University of Iceland payslip For further information on employment contracts, wages, and payslip please contact the Pay Roll Office at: laun@hi.is Academic Evaluation The Division of Science and Innovation manages the academic evaluation for the University staff. Post-doctoral researcher´s previous research and publications are evaluated as well. More information, application forms, and contact information can be found on Division of Science and Innovation The HR managers of every School assist with how to submit documents for evaluation.
