Useful information at a glance

Our DNW organigram provides an initial overview of the department’s organization.

Our DNW website is an important source of information, where you can find details concerning the department and its institutes (people, news, etc.). There is a menu on the left side which you can click through, while some contents are only visible after login.

Our department can be found at the following BOKU locations:
In Vienna at the Gregor Mendel Haus, abbreviated GMH.
In Lower Austria, in Tulln, at the University and Research Center Tulln, abbreviated UFT, in Groß-Enzersdorf at the Experimental Farm, and in Jedlersdorf at the Teaching and Research Center.

On the BOKU homepage you can find site plans which are useful for orientation at individual locations.

The BOKU navigation system - BOKU NAVI - helps you to find your way right down to the room number.

Keys and access cards allow you entry to our locations.
You will be equipped according to your function with the access options necessary for you when you start work.
If you lose your key or card, or if you leave BOKU, please be sure to report to your Institute Secretariat.

Opening hours

Based upon the federal Employee Protection Act (ASchG), the BOKU is very concerned about employee protection and health care for all employees.

The following services are offered by the Staff Office for Employee Protection and Health:

• Occupational Medicine
• Occupational Psychological Counseling
• Occupational Health Management - Healthy BOKU (only in German)
• Fire Protection/Fire Extinguishing Drills
• First Aid
• Sicherheitsfachkraft (appointed representative for work safety)
• Accident Notification

BOKU employees (= persons with an employment relationship with the BOKU) are contractually obligated to observe data secrecy:

• for existing employees in the BOKU Training Passport* (accepting and confirming the declaration of commitment, after login)
• for new employees by signing the declaration of commitment upon taking up employment and additionally via the BOKU Training Passport (accepting and confirming the declaration of commitment, after login).

* The BOKU Training Passport is explained in a separate section.

Before you go on a business trip, it is important to submit a business trip application, which must be approved by your superior.
You can find this application as a digital workflow in BOKUonline under the menu item "BOKUFlow".

All details which are important to know regarding business trips are to find in a BOKUlearn-tutorial, which is accessable for all employees. Log in at BOKUlearn and choose "Dienstreisen" on your Dashboard.

In case of any form of planned absence such as vacation, compensatory time-off, care time, special care time, cure treatment, rehab stays, etc., please consult your supervisor in a timely manner.

Vacation: Since January 16, 2023, the TimeTac application is available for all BOKU employees, with notification and approval of your vacation leave done electronically via this system.
BOKU-IT provides detailed documentation on the use of TimeTac. You start the TimeTac-application via BOKUonline.

Sick leave notification: Please report immediately to your supervisor and the Institute Secretariat. As stipulated in the employment contract, a confirmation from your doctor is required for sick leave that lasts longer than 3 days.
Note: Your supervisor may insist on a confirmation starting from the first day of absence.

Remember to inform your colleagues about planned absences, e.g., save an absence info in your e-mail program – then those around you will also know about it and there will be no misunderstandings.

You can find all important forms on the homepage of the BOKU Personnel Administration.

Upon employment at the BOKU, you receive an employment contract. In the employment contract, everything that is important for you regarding your employment relationship is well regulated.

The original, signed by you, remains with you, the Institute Secretariat receives a copy of it, another copy is available in the personnel department.

In addition, at the beginning of your employment, you will receive a work plan (see “Working hours”), which regulates your working hours, as well as a job and activity description. You will also receive these documents for your personal safekeeping; the Institute Secretariat will receive a copy of them, and another copy will be available in the personnel department.

Every month (1 to 2 days before the 15th of the month) you have the possibility to retrieve your current monthly pay slip. To do so, log in to BOKU online and find the document under “Entgeltinformation”.

There you will also find the travel log if you were on a business trip and it was accounted for.

If you are interested in a home office agreement with your supervisor, please seek clarification personally in advance.

The Company Agreement and other information on this subject are available here: DNW Intranet

You submit your request for homeoffice via BOKUonline in BOKUflow ("Workflow starten", "Homeoffice-Vereinbarung").

Homeoffice-Days have to be reportetd in BOKUonline, please use therefor "Report Homeoffice-Days".

As soon as you change any personal information (name, address, bank details, etc.), it is important to inform the Institute Secretariat.

A change of name, a new residential address, new bank details, etc.: this data must always be kept up to date so that the BOKU as an employer can fulfil its obligations towards you as employee.

Cafeteria Tulln

At the University and Research Center Tulln, Eva’s Bistro is an on-site restaurant and catering option.

Cafeteria Vienna

At the Türkenschanze there are two options available: cafeteria TÜWI and M-Cafe Mendel (inner courtyard Gregor Mendel Haus).
A cafeteria is also available in the Muthgasse, should you ever have to do business there.
To enjoy the benefits for employees, a one-time registration in the Mensa Club is required. Therefore please use the App "Meine Mensa, meine App" which is to find e.g. at Google's Play Store.

Social rooms & kitchenettes

At the respective DNW institutes there are social rooms or kitchenettes that you can use at any time.

Shopping possibilities in Tulln and Vienna

Ask your colleagues for advice or browse the internet.

For employees who must commute to work, there are tax benefits and subsidies. Please inform yourself with the help of these service pages: Pendlerrechner, Pendlerpauschale, Fahrtkostenzuschuss and Niederösterreichische Pendlerhilfe (all of them only in German).

BOKU does not reimburse tickets (exception: business trips).

In principle, orders and purchases should be made centrally through the department or institute.

Contact the person who handles orders at your institute (laboratory consumables, office supplies, chemicals, etc.). This way the BOKU receives a formally correct invoice, which is paid by the accounting department. Often there are favorable discount agreements with certain companies, and it would be a pity not to take advantage of them.

If you must order something special at your own expense, please do so only after prior consultation with your supervisor and/or project manager. If you want to get paid back for an invoice that you paid yourself or for a cash expense, please fill out the form for reimbursement (after login: “Begleitschein”). Important: Attach the invoice and proof of payment. The proof of payment can be, for example, a bank debit, a credit card statement or a cash payment receipt (e.g. the cashier’s slip).

BOKU does not have a central credit card for such cases.
BOKU does not have cash registers available for immediate payment.

It is therefore advisable to clarify in advance how much the expenses will be and whether such an order is necessary. This should only happen in exceptional cases. We know from experience that independent shopping in web stores such as Amazon, etc. often leads to a great deal of effort afterwards when it comes to reimbursement.

A special case are expenses for entertainment, e.g. business meals:
In these cases, special attention must be paid to the requirements of the BOKU. You will find case studies and important information on the homepage of our finance department.

The BOKU’s Training Passport makes it easier for new employees to find their way around the BOKU and depicts the life-long learning of experienced employees.

The BOKU’s Training Passport is found at BOKUonline in your Business card and can be printed out.

In addition to guidelines, regulations, and documents you will also find the entire Continuing Education Program there which varies according to the area of your responsibilities.

The BOKU’s Training Passport contains all the Continuing Education Courses offered and organized by the BOKU. There are free courses and courses for which a fee is charged. Please feel free to inform yourself and consult with your supervisor regarding the Training Offer you would like to take part in.

External Training and Appraisal Interviews are also recorded in the BOKU’s Training Passport.

In the BOKU Training Passport you will find self-tests under the tab “Documents”. You can use them to check your knowledge of the rules of the house, general safety training and the formal obligation of data protection. The tests are designed as a self-learning method. They can be repeated at any time and serve the sustainable propagation of important internal regulations.

You are new and want to learn the most interesting facts about BOKU?

In the welcome and introductory lecture (fett) you will hear about historical development, fields of competence, key figures, guiding principles, governing bodies, strategic processes, legal framework, organizational structure, reporting obligations, regulations, quality management, communication, and corporate design.
You can register for the welcome and introductory lecture in the BOKU Training Passport (see item “Continuing education at the BOKU”).

Additional information: If you have sufficient German language skills, please register for the regular 'Willkommenvorlesung - die BOKU im Überblick' that takes place live. Otherwise please register for the BOKU's permanently available Moodle course via BOKU Training Passport.

General staff

Administrative and technical staff need to keep a record of their working time.

Employment Agreement on Flexible Working Hours
Excel & PDF form

More info on BOKU tracking hours worked.
Helpful link: Setting up the Macro needed.

Scientific staff

The necessity of a record of working time for scientific staff is determined individually with your supervisor.

Some funding bodies (EU, FFG, other international projects) require a mandatory, fully comprehensive record to be kept. Please discuss this with the project leader responsible for you.

At the BOKU you may use the ArgeData tool for this purpose, instructions are provided by the ArgeData Manual.

Do you have an IT problem? Please send an email to h95000_support(at)boku.ac.at

Your contact persons for IT questions are:

- person responsible for IT in the department: Mr. Franz Gansberger

- In addition, BOKU-IT will be happy to assist you anytime.

Your account is your access authorization to the IT services of the BOKU.
We also use synonyms such as “user name”, “user ID”, “login name”, “user name”, “user ID”, etc.
DNW staff members receive their account from our IT manager Franz Gansberger.

This account is valid during your entire BOKU career.
The (IT) authorizations may change depending on your activities or functions at the BOKU.

The most frequently used services for employees, for which a BOKU account is required, are:

• e-mail (GroupWise) and GroupWise Web access
• BOKUbox
• BOKUlearn
• BOKUonline
• Research Information System (FIS)
• personal storage area
• storage area of your organizational unit
• VPN Client

Information on this and on the topics “Secure Password/ Change Password/ Password Forgotten” can be found on the IT's website.

You need support?
At the BOKU there are some internal support services.

Equal Opportunities Working Party

Health Management

Occupational medicine

Occupational Psychological Consulting

Contact person for persons with disabilities or chronic illnesses

Staff council - non-scientific staff

Staff council - scientific staff

Ethics Committee

Coordination Office for Gender Equality, Diversity and Accessibility

Mobbing

Ombudsman for students and lecturers

Ombudsman for students (external by Austrian's Federal Ministry of  Education, Science and Research)

Ombudsman's Office of Good Scientific Practice

Arbitration Board

Ombudsperson for Safety Issues @ BOKU

Trusted Advisor

The Account Termination Process at the BOKU is an automated process. It comes into effect as soon as an organizational assignment ends. In any case, you will receive written information by e-mail in due time. Contact our IT officer Franz Gansberger immediately if the termination should not take place.

The account can be extended at any time by entering a new organizational assignment (new service contract in SAP, manual assignment via an IT officer).

BOKUbox

A helpful tool for transferring data at the BOKU is the BOKUbox.

You can create a BOKUbox, upload data (images, documents, etc.), define parameters (e.g. access rights, validity period of the box, etc.) and send an automatically generated link for recipients in the text of your e-mail.

This way, your own mailbox will not run out of space and the recipients’ mailboxes will be able to cope better with the amount of data.

BOKUdrive

BOKUdrive is a modern Sync and Share Online-Storage (for large amounts of data) for BOKU employees.
Detailed documentation and access to the web interface

BOKUonline is the campus management system of the BOKU where many necessary administrative tasks of the university can be carried out.
Its uses include retrieving salary payment information, reporting home office days, using the BOKU Training Passport, etc.

BOKUlearn (please switch to "English" after login) - also known to many as “Moodle” - is mainly used by teachers and students for the administration of courses, as well as other aspects of e-learning.

On the BOKU IT page you can find further helpful information under the menu item Teach and Learn.

Information regarding Corporate Design can be found at the Public Relations Office.
The Corporate Design Manual 2021 is also available there (after login).

At the DNW, all printed materials in their correct Corporate Design are available on the N: drive in the “Templates” folder. This includes a simple letter template, correct PowerPoint slides for your presentations, and  scientific posters for a conference.

If you need the data for our department color according to CD:
CMYK 70 / 0 / 100 / 40
RGB 57 / 124 / 35
WEB #397C23

For the sake of a common public appearance and for a clearly recognizable corporate identity at the BOKU, please adhere to these templates and specifications, including your e-mail signature.

Konica multifunctional devices for printing, copying and scanning are available at all BOKU locations. The devices work with your BOKU account or your BOKUcard.
You can process your orders using all services on any available device, because every multifunctional device is connected to the BOKU network regardless of your location.
Let your colleagues explain all the functions to you during the first days of your employment.

The paper supply is running out, the printer cartridges are empty, a technical fault is indicated, there is a paper jam - what to do?
Please contact the Institute Secretariat or ask colleagues for help.

In some institutes there are replacement printers available for emergencies.
Please ask your colleagues for advice if and how you can access these backup devices.

At the BOKU we think and work sustainably. Print only when necessary, print double-sided and preferably in black and white instead of color.
If you want to set your printer settings permanently to “greyscale”, you can find instructions here: Printer settings greyscale permanently

The GroupWise program is used for your e-mail.
In one of your first steps, you will want to set up (and perhaps later change) your signature.

BOKU-IT provides you with tips and information on security issues related to e-mail usage and IT security in general.

If you are planning an event such as a conference and need to do mass e-mailing, please coordinate this with the Institute Secretariat; there are certain rules and aids for this.

You have a telephone at your workplace.
The extension number will be assigned to you, and you will see it directly on the phone.
For changes on your display, activation for international calls or redirection of your telephone to an internal or external number, please contact the Institute Secretariat.

Please do not relocate a telephone on your own.
Each extension is assigned a specific room number and has certain rights.

The BOKU-IT is responsible for all further telephony agendas.

BOKU supports the path to gender-aware, diversity-sensitive and inclusive language and images with a brochure.

BOKU provides support with helpful tips in the form of the "Assistance for creating accessible documents".

Printing in A1 or A0 format (normal paper and photo paper) can be used by employees at three different BOKU locations.

A web application (please swith to "English" after login) is available online for this purpose.

Important: Before you start a print job, please clarify with your supervisor and/or your project manager from which account or internal order the plot will be paid, as costs arise for this that must be correctly charged by the BOKU-IT.

As the University of Life, the BOKU stands for researching and communicating sustainable use of natural resources. In this way, it wants to contribute to securing the natural foundations of life for future generations.

As a responsible university, the BOKU is particularly concerned to play an active role in protecting the environment and thus developing into a sustainable organization. This is based on all relevant legal provisions and internal guidelines, which we are committed to comply with.

Every contribution counts (e.g. waste separation, saving energy, using resources sparingly, organizing green meetings, etc.).

Environmental guidelines, environmental statements and an extensive download area can be found at the Staff Office of Environmental Protection - Stabsstelle Umweltschutz (mostly only in German).

The BOKU Sustainability Report is available for all interested parties.

FIS is BOKU's research information service, where all research-relevant content is to find.

Projects, publications, popular science articles, data on your researcher profile and much more can be viewed and edited in the FIS.

ORCID is a system for the unique identification of scientists, comparable to DOI or ISBN systems for publications. It is intended to help enable the electronic assignment of publications to a specific author.
In the future, ORCID should contribute to solving fundamental allocation problems in measuring the impact of investments in science and research (information and registration).

Since January 1, 2016, new FWF applications must be accompanied by a separate ORCID ID number.

One part of our target agreements, which we as a department make with the rectorate, are obligatory continuing education measures for scientific staff members who are employed through the globally financed university budget.

This includes all training courses in the BOKU Training Passport (see “Continuing Education at the BOKU”) which are marked “Certificate Third-Party Funding Management” (ZDM for short), and all training that counts towards the “Basic Didactics Certificate” (BZH for short), if you are involved in teaching as part of your job.

Your contact for project proposals is BOKU Research Support, Innovation & Technology Transfer.

You have various options for securing (confidential) data.

If you work in a (project) team, you can have IT assign you a functional account that your team members can also access.

Another possibility would be to have a folder created on a central drive - such as the N: drive - with specific access rights for certain staff members.

Please also consider in advance a scenario for unplanned absences, such as sick leave.

There is a planning procedure during the academic year. The website for teaching organization gives you an overview.

BOKUonline is the visible tool for our students regarding courses and exams. It is important to keep the content up-to-date. The best way to do this? With the help of our website for teaching & courses.

BOKU offers you helpful information on course planning. You can find everything you need to know under "additional information" on the course planning website of study services under "Course description in BOKUonline".

Students have the opportunity to get travel costs refunded that are incurred when attending courses at the UFT.

You can read in our summary about the requirements, which costs are reimbursed in detail and what amount in total is going to be refunded. You can include these slides in your course presentation.

We also provide the forms for students for further use.

The FM Helpdesk is a comprehensive web application available to you in case you ever need BOKU-internal help for:

• Fleet bookings
• (Special) transport from site to site
• Installation
• Malfunctions
• ...and much more

During the week, BOKU Facility Management makes several in-house mail runs between different BOKU locations, which is how in-house mail envelopes and parcels are transported.

The in-house mail is brought between Türkenschanze in Vienna and the UFT in Tulln every Monday and Thursday.

Haven’t found all the information you need?

Discovered typing errors or incorrect information?

Please let us know, “work in progress” is the catchphrase here.
Please contact the Secretariat of the Department of Crop Sciences by phone or e-mail.