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How to apply (guidelines and forms)

Guideline and FAQ for online application

  • Guideline for electronic application at Arts
  • How to find the application form
  • FAQ
  • How to merge/save multiple files as one PDF file
    • It is not neseccary to buy an expensive programme such as Adobe Acrobat when you have to merge files. If you Google the problem you will get a number of fee websites that can help you.
    • One of these merged files must be uploaded under "Project description" and contain: PhD project description, timetable and list of project literature
    • Another merged file is the one with the cover sheet, Bachelor's diploma and transcripts of records/diploma supplement and Master's diploma and transcripts of records/diploma supplement which must be uploaded under "Diploma and transcripts of records".

PhD Project Descriptions

The most important part of the application for admission to a PhD degree programme at the Faculty of Arts is your own project description. The project description explains the research project you propose to conduct as a PhD student in some detail, and it outlines the research plan. The project description must also explain the research project you propose to conduct within the larger project if you apply for one of the specific calls.  

The project description must meet certain formal requirements. Please see the "Guidelines for electronic application" and "Preparing a PhD Project".

Forms for the online application

Timetable (mandatory)

The timetable is a mandatory attachment to the project description: English version
Although the form for the timetable is in English you are still allowed to write the project description in Danish if the calls is in Danish.

The form for the timetable must be used by both 4+4 and 5+3 applicants. It is just the last part of the form that is for 4+4 applicants only.

Cover sheet for diplomas

Please upload the cover sheet in the same file as your diplomas and transcripts of records/diploma supplement: English version

Preferred order:

  • Cover sheet
  • The Danish Agency for Science and Higher Education's assessment of your non-Danish qualification (if you have one)
  • Bachelor's diploma and transcripts of records/diploma supplement
  • Master's diploma and transcripts of records/diploma supplement

Credit transfer (5+3 scheme)

The estimated duration of the PhD degree programme is 3 years of full-time study. The form is used for specific activities relevant to the PhD project for which you would like to receive credits: English version

Form for particularly costly equipment, extended study periods abroad, tuition, etc.

If the costs exceeds the amounts stated in the guidelines you must make a budget of the costs on this form: English version - Danish version 

Forms when applying with external funding

Besides the forms under the section "Forms for the online application" there are some other forms you must upload to your application when applying with external funding.

Full financed PhD fellowships/scholarships

PhD fellowships/scholarships with full external funding (salary, travel expenses, programme fee/tuition and overhead) for the entire PhD programme of study.

Co-financed PhD fellowships/scholarships

PhD fellowships/scholarships where one part of the enrolment/employment is paid by Aarhus University and the other part is paid by another cooperation partner.

Employment at Aarhus University

The form must be used if the PhD student is going to be employed by Aarhus University.

Mandatory attachments

If your application is missing one or more of the mandatory attachments your application will be rejected without assessment.

Please see this page for the full list of the mandatory attachments.  

The documents below are some of the attachments applicants often forget:

  • BA and MA diploma
    Please note that you must upload both your BA and MA diplomas (5+3) or BA diploma and transcript of records of one year of Master’s degree studies (4+4) otherwise we cannot assess your academic level. The diploma/transcript of records must contain: name of education, duration, courses, marks and ECTS credits (if ECTS credits are given).

    Please see the guideline for further information.
  • English language requirements
    All applicants must provide documentation of excellent communication skills in English which are considered essential, and you must therefore be able to read, write, and speak academic English fluently. English language requirement is comparable to a minimum of TOEFL 83 or IELTS 6,5.

    Please see this page.
  • Timetable (schedule/time plan)
    The form for the timetable is a mandatory part of the project description.

    Your must fill out a separate form and upload the form in the same PDF file as the project description with the project description first then timetable and list of project literature.

    You can find the form for the timetable and other forms on this page.

Before sending your application

Preparing for the application

  • Read the Guideline for electronic application at Arts and FAQ before you fill out the application form.
  • Save all mandatory attachments as PDF. Do not lock the PDF files
    Please unlock any locked files such as TEOFL or IELTS test results before uploading them to the application. 

    The mandatory attachments MUST be included in the application otherwise the application will be rejected. For further information on which documents are mandatory when you apply for the 4+4 or the 5+3 scheme please see the guideline and FAQ.

Link to the electronic application facility

You can find the link for the application form in the bottom of each call. See this guideline: How to find the application form

It is your responsibility to make sure that you have applied for the correct call.

Capital letters

Please refrain from writing your whole name and project title with block capital letters in the application form.

Tablet or Smartphone

You cannot send your application from a Tablet or Smartphone. Please send your application from a computer.

Errors when sending your application

Credit transfer must be 0 or a positive integer

If you get this error "Credit transfer must be 0 or a positive integer" when you try to send your application. Please make sure that you have entered '0' in the box "Credit transfer on top of admission level (Months)".

Fill out the box before you choose "Applying for 4+4" because the credit box will disappear when you choose 4+4.

If you have already chosen 4+4 please choose 5+3 and enter "0" in the box. Then choose 4+4 again and continue filling out the application form.

If there are no particular expenses, please just enter 0

If you get this error "If there are no particular expenses, please just enter 0" when you try to send your application. Please make sure that you have entered '0' in the box "Total budget in DKK for particular expenses" and left the box "Indicate sources and amounts of possible financial support, if any" blank.

Cannot send application

If you cannot send your application there are a few things you can try that might help:

  • Try sending the application using another browser.
  • If your attached PDF files are very large you may get a timeout after 2 minutes when you try to send the application. Try reducing the size of all your PDF files although they are below the maximum of 20 MB.
  • The system might be overloaded for a short while which means that you might be able to send your application if you try again later.

If you still cannot send your application you must contact us immediately (and before the application deadline)Do not wait until after the deadline.

If the problem occurs in good time before the application deadline (or within normal office hours (Monday-Thursday 08:00-15:00 and Friday 08:00-13:00) on the day of the application deadline) please contact Bettina H. Acthon (acthon@au.dk) with a description of the problem incl. screen shots of the error you get on the screen.

If the problem occurs close to the deadline (and outside normal office hours (Monday-Thursday 08:00-15:00 and Friday 08:00-13:00) on the day of the application deadline) you must fill out and send the application with blank PDF files. The PDF files must be as small as possible so a blank paper with just your name on is enough. Afterwards you must send the PDF files in an e-mail to Bettina H. Acthon (acthon@au.dk). Please write the application No. in the e-mail and name the PDF files so there is no doubt where they must be uploaded in the application. Use the terms from the application. Your e-mail must be sent before the application deadline!  
  Please also include a screen shot in the e-mail of the error as documentation of your problem.

If you still cannot upload your application (with blank PDF files) you may send Bettina H. Acthon (acthon@au.dk) a copy of the complete application form you have filled out on the screen incl. all your attached documents (PDF files). Do not send the information from your application form as screen shots! We must be able to copy the text from each field and insert the text in the application form. You can do this by copying the text from the application and inserting the text in a Word document.

The mail with the application form and attachments (one PDF file per mandatory field in the application) must be sent before the application deadline. If you send the mail and it is received after the application deadline your application will be rejected.

The Graduate School does not grant an exemption of the application deadline due to problems with your own computer or internet connection.

The application will be evaluated on the basis of the documents received electronically before the application deadline. 

Adding/replacing documents

Please check your application before you press “Send”. From September 2019 it is no longer possible to check the application after it has been sent because the link to the application in the return receipt (e-mail) will be removed due to the General Data Protection Regulation (GDPR).

Before the deadline

If you suspect you have made an error in the application or uploaded the wrong document you need to fill out and send a whole new and complete application (before the application deadline). We will assess the application received last and automatically delete the first one when we find two applications from you to the same call.

Please see the FAQ for further information.

After the deadline

Unfortunately we cannot help you after the application deadline.

The only document that may be sent after the application deadline is your Master's diploma if you apply for a 5+3 fellowship.