The rules and regulations for the PhD programme contain a list of requirements for obtaining the PhD degree. The rules state that you, as a PhD student, must:

• Carry out research under supervision

• Write a PhD dissertation

• Pass a number of PhD courses

• Actively participate in research environments including stays in other research environments than CS

• Gain experience with teaching and/or other communication of knowledge

This page is intended to list most of the administrative tasks the individual PhD student is expected to carry out.

Write a PhD plan

Within the first month of your PhD studies you must write an individual research plan. The plan is a mutually binding contract between you and GSST, and ensures that the necessary resources are available in order to carry through the education. The plan is filled out online in your online PhD portfolio and must include:

• Time schedule for the different stages in your studies, including expected time for the qualifying exam and handing in the dissertation.

• Plan for the PhD project

• Plan for PhD courses

• Plan for visiting and studying at other institutions

• Plan for teaching or relevant communication activity

• Plan for sources of finance

Significant changes to the original plan, such as change of supervisor, must be approved by AGSoS.

If you have questions about filling out the PhD plan, contact GSST secretariat

Bi-annual evaluation

Every six months your PhD study will be evaluated. You supervisor will automatically be informed about this via email, and the evaluation will be done electronically.

Sign up for courses

Before 1st and 3rd quarters you must sign up for  advanced courses you want to attend the two coming quarters.

Click here for enrollment to courses scheduled at CS. This is mainly to ensure that enough students want to attend the individual courses, and to make sure that the class rooms are big enough.

You must use the self service for enrollment to courses scheduled at the Faculty of Science. Registration periods are the first two complete weeks of November and the first two complete weeks of May.

Sign up for exams

At the beginning of 1st and 3rd quarters  you must sign up for exams in the courses you follow via the University self service. Keep an eye on the registration period as you can only sign up for exams one week each quarter.

NOTE: You must sign up for 2nd and 4th quarter exams at the beginning of 1st and 3rd quarters. If that is not possible, please contact the PhD administrator.

To be able to use the self service, you need a password. To get a password go to the page order an access code. Follow the directions on how to get an access code. You may expect to receive your password within two or three days.

Once you have the password you are ready to register for exams in the selfservice. You get a list of courses (it might take a little while to load the page), and clicking on one registers you for the exam(be careful not to click on courses you are not attending). If the course is not available on your list, please write an e-mail to mg@science.au.dk.

Stay abroad

You must spend three to six months researching in another research institution to gain experience from outside the CSenvironment. Usually your supervisor helps establish contact to an institution of interest for your studies. If you need to apply for visa, please make sure to do so as early as possible. Inform the PhD manager of your stay abroad, where, how long, address, etc.

When you stay abroad more than three consecutive months during which classes are taught (February, March, April, May, September, October, November, and December) you may be exempt from 70 hours of salaried work. Overall, you can do this only twice, that is, up to a total of 140 hours during your PhD studies.

At the 2008 Brics Retreat one of the themes in focus was the stay abroad. One of the PhD students gave a very informative presentation of this stay abroad in the US, where he presented a practical to-do list with suggestions and inspiration for how the get the most out of your stay.

Feel free to take a look at the presentation here.

Salaried work

As a PhD student you are supposed to do salaried work. As a Part A student you are offered employment in up to eight quarters of 70 hours each. As a Part B student you are expected to work 280 hours per year. If you choose not to accept the work, you may expect a reduction in your salary.

Per default you are offered work as a teaching assistant. If you want to do any alternative work during future quarters you must apply to and get acceptance from the PhD Committee beforehand.

Travels, conferences etc.

As a PhD student you will most likely be attending conferences all over the world. You are insured by Aarhus University when travelling abroad for conferences etc. To get an insurance card, please stop by Arne Jensen's office in Ada 128.

You are responsible for booking your own travels in connection with your stay abroad, conferences, workshops etc. Check with your supervisor that everything is ok pricewise, and then contact ViaTravel in order to book train/flight/hotel.

Extra work

You may ask for dispensation to do salaried work up to 37 hours extra per semester.