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Corona FAQ for GSTS PhD students

For the latest announcements and guidelines released by AU, please see the regularly updated webpage Corona information from Aarhus University.  

FAQ for PhD students

The FAQ is updated on 13 April 2023.


PhD enrolment and employment

Documentation in MyPhD

The Graduate School strongly recommends stating in MyPhD if there are any concerns that the PhD study will be affected by the Covid-19 situation, and that an extension due to Covid-19 might become necessary.

Can I get an extension of my PhD project?

AU has decided on a joint procedure for handling the challenges you as a PhD student are facing in relation to completing your PhD project as a direct consequence of COVID-19, including the physical lockdown of AU.

The joint procedure is based on the political agreements on the phased reopening of the country, in addition to the Circular on the agreement on the possibility of extending temporary employment contracts, as a consequence of delays occurring in connection with COVID-19 (in Danish)

The objective of the procedure is to ensure a common point of departure for all PhD students at AU, while at the same time granting the individual graduate school the flexibility to handle the challenges in individual students’ PhD projects in the most appropriate way.

Your application for extension will be processed on the basis of an individual, specific assessment. The assessment will be carried out by the graduate school management at your graduate school on the basis of the school's guidelines. The graduate school management will make the final decision in the case. 

The joint procedure applies to PhD students whose progress has been directly affected by COVID-19:

  • AU must ensure that enrolled PhD students are able to finish their PhDs, and that the quality of the PhD project lives up to applicable academic requirements for a PhD. 
  • A delay in progress towards the PhD degree must be a direct consequence of COVID-19, including the periods of physical lockdown of AU. 
  • All PhD projects that are or may be delayed because of the COVID-19-situation must be considered individually and through individual dialogue with the principal supervisor. The Graduate School also recommends discussing it with the Head of programme. The PhD student writes the application for extension and both supervisor and Head of programme must make a statement. 
  • In the evaluation of the extension, every effort must be made to adjust the individual PhD project so as to allow the PhD student to complete their project as planned. 
  • If the PhD project cannot be completed without an extension of the deadline, the amount of additional time to be granted must be calculated on an individual basis. 
  • The nature of the delay in the PhD project must be described in the application for extension.

On what grounds can I apply for an extension of my PhD project?

You can apply for an extension if your PhD project has been delayed as a direct consequence of COVID-19, including the periods when AU’s campuses have been shut down.  

When can I apply for an extension of my PhD project?

It is possible to apply for an extension throughout the PhD study if the study has been affected by the Covid-19 situation. However, the Graduate School recommends waiting to apply until the last year of the PhD study where the exact extent of the Covid-19 delay will be easier to assess.

Can I apply for an extension more than one time?

It is possible to apply for an extension of your PhD project more than one time if the situation on the background of which you applied last time has changed.  

Can I apply for an extension without having funding for the extension?

Funding is not a prerequisite for applying for an extension. Your application will be assessed on an individual basis, and the head of the graduate school will make a decision in the case.  

How can I apply for an extension of my PhD project?

If an extension is deemed necessary, please follow the normal procedures described in section 7.3 of our Rules and Regulations with the “COVID19 exception”, that fellowships can also be extended; not just the study time. All applications will be individually assessed.

I’m sick, possibly with COVID-19. What should I do, and is it ground for an extension?

As usual, you should notify your manager of illness and absence in accordance with your department’s guidelines. You are not obliged to provide information about the nature of your illness, but in this special situation, you are encouraged to inform your manager if your illness is likely to be a result of coronavirus.

Note that as Covid-19 is no longer categorised as a disease that is a critical threat to society, special rules no longer apply in that regard, and you will only be granted an extension if you are sick continuously for more than 30 days.


Research Environment Change

I'm finding it difficult to implement a change of research environment. What are my options?

Due to the Covid-19 pandemic, it is difficult to implement a change of research environment in many cases. Based on this, it will exceptionally be possible to do a virtual change of research environment where PhD students participate in supervision, seminars, group meeting etc. with another research group at a foreign research institution.

In addition, it will be possible for PhD students to do a change of research environment at another Danish university. We accept virtual participation and contribution, if physical attendance is not permitted.

Change of research environment must be planned in cooperation with your supervisor and registered in the PhD Planner system.

If you can document that you have examined the above-mentioned options, and that it is not possible to organise a change of research environment within this framework, an exemption may be granted for the change of research environment, if this consequently will delay the submission of the PhD dissertation and the conclusion of the PhD programme.

I am travelling to Denmark soon. Can I get an official document confirming my enrolment/employment to present to the customs officer, if needed?

Yes, please ask your PhD partner to send you an enrolment/employment confirmation letter.  

Can I go abroad for my research environment change?

The Graduate School is following the current travel guidelines from the Ministry of Foreign Affairs. 
Please find more information regarding trips and stays abroad on the AU Corona-website and stay informed via the Ministry of Foreign Affairs of Denmark’s guidelines for travelling abroad

The decision as to whether an employee may travel to an ‘orange’ country on business is up to the head of the department.

Special circumstances may apply for international PhD students travelling to or from Denmark. Please keep yourself updated on the International Academic Staff Service (IAS) website.

I have received a GSTS mobility grant, but my travel plans are affected. What should I do?

If you cut your stay short in order to return to Denmark, you are still eligible to receive the full amount of the grant despite the 90 day-requirement. The grant may be used to cover expenses in relation to cancelling or changing your travel plans.

If your stay is postponed, please send an e-mail to GSSTgrants@au.dk with the new dates for your stay abroad. You do not need to submit a new application.

If you cancel your stay abroad entirely, please let us know by sending an e-mail to GSSTgrants@au.dk. You are welcome to send another application later on, when you make new plans for your research environment change.

Click here to read more about the GSTS mobility grant.

Exemption from Research environment change

If you have been unable to fulfil the requirements concerning a research environment change due to Covid-19, you can apply for an exemption from these requirements on those grounds. See also chapters 6.1.5 and 6.1.5.1 in the GSTS Rules and Regulations. The application for exemption from research environment change due to Covid-19 should be clearly marked as such.


PhD Courses

Exemption from ECTS requirements

If you have been unable to fulfil the ECTS requirements due to Covid-19, you can apply for an exemption from these requirements on those grounds. See also chapters 6.1.4 and 6.1.4.1 in the GSTS Rules and Regulations. The application for exemption from the ECTS requirements due to Covid-19 should be clearly marked as such.


Qualifying exam

My qualifying exam is coming up

The qualifying exam

All qualifying exams will as a rule again be held physically and with an audience. In very special cases, the Graduate School can approve that an external examiner can attend the exam online, and the qualifying exam can be conducted as a hybrid solution. Please contact your PhD partner for further information.


Digital solutions

There are various tools for online meetings, if the qualifying exam is held partially online. Aarhus University has licenses for both Adobe Connect, Zoom and Microsoft Teams, and can provide IT support for these systems, if needed. The platforms have different strengths and weaknesses. Please read more about the systems and how to get started here on AU IT’s website.

If you have any questions regarding functionality and setup of the system, please contact your local IT support.


PhD defences

My PhD defence is coming up

The PhD defence

The PhD defences will as a rule again be held physically and with an audience. However, the Graduate School can in some cases approve that an external assessment committee member can attend the defence online, and that the defence can be conducted as a hybrid solution. Please contact your PhD partner for further information.


Digital solutions

There are various tools for online meetings, if your PhD defence is held partially online. Aarhus University has licenses for both Adobe Connect, Zoom and Microsoft Teams, and can provide IT support for these systems, if needed. The platforms have different strengths and weaknesses. Please read more about the systems and how to get started here on AU IT’s website.

If you have any questions regarding functionality and setup of the system, please contact your local IT support.

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