We are pleased that you have chosen to be active in the Student Council at Absalon.
On this page, we have gathered various practical information and procedures that you may need in connection with this work.
In short, a variety of "What do I do when...". Perhaps you need a travel reimbursement, the EAN number for SR payments, the official SR statutes, or something else. We have tried to compile it all for you here.
Here you will find answers to many of the questions related to working in the Student Council (SR):
A budget is used by the current Local SR to organize/support events or purchase items they believe will enhance student life and the social environment.
Since campuses differ to some extent, it is challenging to have a standard presentation. However, by contacting the Central SR, slides or presentations can be prepared, and you can also request Central SR to participate.
Facility Service has facilities for printing larger posters and knowledge about how to hang them up. Visit Absalon's website to find the contact for your campus-specific Facility Service or send an email to facilityservice@pha.dk. You can also contact Trine Herold Rasmussen at 72482272 or thr@pha.dk for questions.
First, concretize the ideas for the event, then discuss it with Facility Service at your campus and, for larger events, also with Central Facility Service. Afterward, determine the purchases needed and prepare a preliminary budget, which should be sent to the campus manager and Trine Herold Rasmussen at Facility Service. In many cases, a small participation fee may be necessary. Finally, publicize and market the event. This can be done via SR's Facebook, the student network, posters, or any creative idea you have—preferably through all channels at the same time. If you lack ideas, you can use SR's event guides or contact Central SR.
Before a party, especially if alcohol is involved, Facility Service must be informed regarding rooms, alarms, and cleaning. Remember that SR cannot support alcohol purchases; this must be handled by the campus bar. Additionally, check if sober guards or similar are needed. If in doubt, ask Central SR for assistance. For catering, contact your cafeteria manager.
If the budget is insufficient due to numerous initiatives and events, you can apply for additional funds from SR's central pool. Write to Central SR with a brief explanation of why the budget is insufficient and what positive impact the additional funds will have. There is no specific limit for the amount you can request, but you must include an estimate of the total cost.
Central SR consists of two people: a chairman and a vice-chairman. Both are always contactable, and frequent communication with them is encouraged. Central SR can assist with: events, ideas, budgets, and regulations; communication with management, administration, Facility Service, cafeterias, other campus councils, and relevant student organizations; financial guidance, including how to use or request funds; and connecting with specific Absalon contacts for particular issues.
Facility Service: handles building-related matters such as furniture setup, decoration, rooms, cleaning, posters, and more.
Cafeteria: manages coffee, cake, food preparation, or other needs.
Campus leadership: either the center leader or educational leader, who helps with event planning, understanding campus rules, and schedules.
Finance: overseen by Facility Service, specifically Trine Herold Rasmussen (72482272 / thr@pha.dk), who can assist with budgets or spending.
SR's primary contact in the Leadership Secretariat is Charlotte Klokmose Rasmussen (72481808 / chkr@pha.dk). She helps with administrative tasks, such as planning quarterly meetings between Central SR and the management.
The Director assigned to SR is Sami Boutaiba (72481204 / sabo@pha.dk), who can also be contacted directly.
Each year (January–December), a pool of funds is distributed to local councils based on a formula. Each campus receives a base amount, and additional funds are allocated depending on the number of students.
The local SR funds are used by:
Note: Campus leadership must be informed of these expenses. This is done by the Student Council coordinating with the local campus leadership or manager on the use of local SR funds. Once you decide how to use the funds, submit an application to Campus Leadership/Campus Manager and cc Trine Herold Rasmussen (thr@pha.dk). After Campus Leadership approves the application, the activity can proceed.
Important:
Absalon cannot pay for goods or services before they are delivered. Gift cards cannot be given to students as they are considered taxable cash equivalents. Absalon cannot support local campus bars or associations with cash contributions. If in doubt, contact Central SR or Trine Herold Rasmussen.
When purchasing on Absalon's account, you do not need to pay upfront. Absalon has accounts with IKEA, Dagrofa, Harald Nyborg, and others. Contact Trine Herold Rasmussen (thr@pha.dk / 72482272) for details. It is important to specify which student council the invoice relates to and include the name of the purchaser.
Most supermarkets, cafes, and other vendors are willing to send an invoice to Absalon so that you don’t need to pay upfront. Invoices must be sent to Absalon's EAN number 5798 000 554 504. Invoices must be addressed to University College Absalon, Student Council [specific council]; otherwise, VAT cannot be refunded. You may also need to provide Absalon's CVR number: 30874323.
To get reimbursed for personal expenses, fill out a reimbursement form and provide documentation, such as receipts (e.g., train tickets or supermarket receipts). Screenshots are acceptable for digital expenses (e.g., travel cards or app purchases). For car mileage, use the mileage reimbursement form. Email the completed forms and receipts to Trine Herold Rasmussen (thr@pha.dk) for processing.
Contact the local cafeteria manager or Trine Herold Rasmussen (thr@pha.dk) for catering orders. Local councils decide which events to fund, but funds must promote campus student life, interdisciplinary initiatives, and the social environment. Mono-disciplinary events are generally not supported. Alcohol, gift cards, or cash prizes cannot be financed with SR funds.
Depending on the event size, Facility Service and campus leadership must be informed and grant permission. For doubts or challenges, Central SR can assist.
The New Year’s Gathering brings together the chairpersons and vice-chairpersons of both local and central SR. This two-day event includes overnight stays and meals and focuses on planning the upcoming year's events.
Central SR organizes meetings with all chairpersons and vice-chairpersons of local SRs. These monthly meetings provide collaboration opportunities, address local SR challenges, and facilitate knowledge sharing.
The annual meeting is open to all Absalon students and serves as the highest authority in SR. It is where the central leadership is elected for a one-year term, budgets are presented for approval, and potential statute changes are made.
During study start, SR introduces itself and organizes an event for new students. This promotes student life and encourages participation in SR.
The campus manager is responsible for your campus. Their contact information can be found on Absalon’s website.
There are no rules about meeting frequency, but typically, one meeting is held per month. It is common to invite the cafeteria manager, Facility Service, and the campus bar to plan upcoming events and review past ones.
Meetings are attended by local SR members, interested students, Facility Service representatives, and possibly the cafeteria manager. Central SR can also participate if invited by the local SR.
The agenda, usually prepared by the local SR chairperson, typically includes:
All events and meetings should be documented in an Excel or Word file, including:
For new events, local SRs can assist one another using event guides. These outline the type of event, budget, challenges, and a short evaluation.
Local SRs address student needs on their campuses, organizing events and promoting student life. Central SR handles administrative tasks, budgeting, meetings with management, and represents SR politically at SFUC.
Learn more on SR's page on the student network: phabsalon.dk/studienet/studiehjaelp/studenterraadet/
SR collaborates with organizations such as LL, PLS, DLS,
The Student Council coordinates with the local Campus Leadership/Campus Manager regarding the use of local Student Council funds.
Once you have decided how the funds will be used, submit an application to Campus Leadership/Campus Manager, copying Trine Herold Rasmussen (thr@pha.dk). When the Campus Leadership approves the application, the activity can proceed.
When you make purchases on Absalon’s account, you do not need to pay out of pocket. Absalon has accounts with stores such as IKEA, Dagrofa, Harald Nyborg, and several others. For further details, contact Trine Herold Rasmussen at thr@pha.dk or +45 7248 2272. It is essential to specify as a reference which Student Council the invoice pertains to, as well as the name of the individual making the purchase.
Most supermarkets, cafes, and other retailers are willing to send an invoice to Absalon, so you do not need to pay upfront. The invoice should be sent to Absalon’s EAN number: 5798 000 554 504. It is important to specify as a reference which Student Council the invoice pertains to and the name of the person making the purchase. When purchasing via invoice, you may also need to provide Absalon’s CVR number: 30874323.
To get a refund for money you’ve spent, you need to complete an expense reimbursement form. Along with the form, provide receipts documenting the expenses (e.g., train tickets, supermarket receipts, etc.). For expenses incurred via Rejsekort or DSB’s ticket app, a screenshot is acceptable. If you used your personal car for travel, you must complete a travel reimbursement form. The completed reimbursement or travel form, along with documentation of expenses, should be emailed to Trine Herold Rasmussen (thr@pha.dk), who will ensure the refund is processed as quickly as possible.
Contact the local cafeteria manager or Trine Herold Rasmussen (thr@pha.dk) to arrange catering.