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FAQ

FAQ - application for PhD scholarship/fellowship and enrolment

If you do not find the answers to your questions/problems with the application facility in the text below please contact Bettina H. Acthon (acthon@au.dk) before 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.


Tip!

We strongly urge you to submit your application in good time before the deadline expires.
We cannot help you if you experience technical problems outside normal working hours or in the weekend.

If you cannot send your application due to technical problems please see the page "How to apply (guidelines and forms)" for further information on what to do if you cannot send your application. See the section "Errors when sending your application".   

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


General questions

This section contains information about:


- Application form/facility

 
Where can I find the link for the application facility?
Click on the link "Call incl. link to the application facility" below each call on this page: http://phd.arts.au.dk/applicants/open-and-specific-calls/. The link for the application facility is in the bottom of each call under Application.

Can I save my application?
No

Can I exit and re-enter my application more than once?
No, you have to start over if you exit the application.


- Number of applications

 
How many applications may I submit?

Only one application
may be submitted per call.

May I apply for both the open call and the specific calls?
You are allowed to apply with one proposal for the open call and one proposal for each of the specific calls. Only one application (= proposal) per call. You are not allowed to apply for the same call with 2 different proposals.

May I apply to two different PhD programmes within the open call?
The open call is one call although you have to choose between the 8 PhD programmes. You may only send one application for the open call.

I have sent two applications for the same call. What do I do?
If you have submitted more than one application for the same call we will assess the last application received. The other applications will be considered as drafts and deleted.


- Language on application

 
Shall I fill out the application in Danish or English?

Please see the application language in the call (under "Application"). If you may choose the language yourself you will find this line in the call "The application can be written in both Danish and English."

May I write my application and project description in Danish?
Yes, if the application language stated in the call is Danish (see the section "Application").

May I upload Danish diplomas to the English application facility?
Yes. You do not need to get your BA and MA diplomas translated from Danish to English even though the application language is English according to the call.


- Deadline and enrolment start

 
When is the deadline for application?

See the bottom of the call for the deadline. Always read the whole call before completing your application.

When does the PhD scholarship begin?
Find the relevant date in the call. Always read the whole call before completing your application.


- Fields

 
What is the difference between * and (*)?
* must be filled out in order to send the application.
(*) is not mandatory unless it says otherwise in the guidelines for the application. If you fill out a section marked with (*) you must fill out the whole section otherwise you cannot send your application.


- Uploading

 
I have two documents for the same upload box. What do I do?

You can only upload one PDF file in each box so the documents must be saved and uploaded as one large PDF file. Merge the two files. Try this online programme: https://www.foxitsoftware.com/merge-pdf/   

I can only upload one document under Other information to consider. May I upload it under another category?
No, you may only upload documents under the correct category. Join the different documents as one pdf-file if necessary. 


- International applicants

 
I am not a Danish citizen. Can I apply for one of your PhD scholarships/fellowships?

Yes, international citizens may apply for our PhD scholarships/fellowships. The only difference between Danish citizens and international citizens is that international citizens must have received a residence and work permits before beginning his/her PhD study.
If you are offered one of our PhD scholarships/fellowships you should contact the PhD administrator for your PhD programme as soon as possible. He/she will help you apply for a residence and work permit. For further information on residence and work permits please see Work in Denmark's web page.


- Salary

 
Do I get a salary if I get one of the 3-year PhD fellowships?

Yes, the PhD fellowship consists of both an enrolment and an employment. You can see the salary on this page.

Do I get a salary if I get one of the 4-year PhD scholarships?
Both yes and no. The first 1½-2 years you will be enrolled on part A and get a SU grant. You will also be offered an employment of 210-280 working hours. When you have passed your Master's degree and start on part B you will be employed as a PhD fellow and receive an ordinary salary.


- Applying with a PhD degree

 
I already have a PhD degree. May I apply for a PhD scholarship/fellowship?

The Circular on the collective agreement for state-employed academics states, "It is normally a condition for employment that the person in question does not already have a PhD degree". This means that you cannot apply for one of our PhD scholarship/fellowship if you already have a PhD degree. 

Personal

Where do I upload my academic publications?
You may not attach your publications. If you do they will be deleted from the application.
You may only attach a summary of your academic productions.  The summary must be uploaded together with your CV. The summary must contain the following information: Author(s), title, place/type of publication (incl. year), number of pages, link to web.

Do I have to upload the form "Information sheet for earlier employment" to my application?
Only if you apply for "Enrolment only" with external funding or pay for the enrolment yourself. Please see the guideline.

Academic background and Admission

This section contains information about:

  • Start date
  • Admission requirements
  • Diploma and transcripts of records
  • Schedule of outstanding (remaining) examinations
  • Language skills
  • Level
  • Grade point average
  • Credit transfer (merit)
     

Start date


Can I apply now and postpone the enrolment start?
No, you have to be able to start on the date specified in the call. We only have two exceptions from this rule:
- if there is a delay with your residence and work permit
- if you are on maternity leave when your enrolment starts



Admission requirements


4-year scholarship (4+4 scheme)
You must have passed your Bachelor's degree (180 ECTS credits) and you must have acquired 60 ECTS credits or will have acquired 60 to 90 ECTS credits in a Master’s degree examination after the deadline for application.
If the Danish Master’s degree programme has been extended and has a prescribed duration of 150 ECTS credits (in Danish "rammeudvidelse"), the applicant must have accumulated at least 90 ECTS credits and no more than 120 ECTS credits at the time of their enrolment.

The sum of ECTS credits from the transcript of records (uploaded under Diploma and transcripts of records) and the examination you are signed up for in your Master’s degree studies (uploaded under Schedule of outstanding examinations) must be no less than 60 ECTS credits in total (90 ECTS if the Danish Master's degree programme has been extended to 150 ECTS instead of 120 ECTS)! If you have 30 ECTS credits or less left on your Master's degree programme when the application deadline expires you must apply for the 5+3 scheme and pass your degree programme before enrolment start.

3-year fellowship (5+3 scheme)?
You must have passed 300 ECTS credits (e.g. a Bachelor’s degree allocated 180 ECTS credits and a Master’s degree allocated 120 ECTS credits).
   60 ECTS point = 1 year of studies.

Not all Master's degrees are equivalent to a Danish Master's degree! Many 1-year Master's degrees only correspond to one year of studies at master's level in the Danish education system. This means that you cannot apply for the 5+3 scheme with a 1-year Master's degree.
 

I have a Master's degree from England. Can I apply for the 3-year fellowship (5+3 scheme)?
If you have a Master’s degree (MA & M.Sc. & M.Res., corresponding to 180 British credits) your degree only corresponds to 1 year of studies at master's level in the Danish education system. This means that you cannot apply for the 5+3 scheme but you can apply for the 4+4 scheme.
    A Master of Philosophy (M.Phil.) is equivalent to a full Danish Master's degree which means that you can apply for the 5+3 scheme.

I do not have the required 120 ECTS on my MA. Can I apply for a 3-year fellowship (5+3) with a MA of 90 ECTS?
An MA of 90 ECTS is usually not equivalent to a Danish MA. If it is not equivalent to a Danish MA you can apply for a 4-year scholarship (4+4). You have to enrol as both an MA student and a PhD student (4+4) the first 1½-2 years of the 4+4 enrolment (part A) because you need the 120 ECTS in order to start on part B of the 4+4 enrolment.
For further information on the 4+4 scheme please see: http://phd.arts.au.dk/applicants/how-to-apply/phdstudystructure/ 

May I apply for the 4+4 programme if I have started writing on my Master's thesis but still need to pass an exam in order to have passed 90 ECTS?
In general terms, the Master’s thesis constitutes the final part of the Master’s degree programme. A Danish Master’s thesis carries a weighting of 30 ECTS, which is the equivalent of six months of work.
   You may not have started writing your Master’s thesis when applying for the 4+4 programme even though you have not yet passed 90 ECTS points because your remaining courses or modules are scheduled for examination after the deadline for your Master’s thesis.
   The only exception to the above rule is a Master’s degree not equivalent to a Danish Master’s degree. In that case you may apply for the 4+4 programme even though you have already obtained a Master’s degree.



Diploma and transcript of records

Your diploma or diploma supplement/transcript of records must state:

  • name of university,
  • education (Bachelor or Master),
  • duration (number of years, full-time),
  • courses,
  • marks and
  • (if given) ECTS credits.

You must upload documentation for both your Bachelor's degree and your Master's degree/degree programme incl. the cover sheet as one PDF file. You are not allowed to upload the documentation under any other field in the application form other than "Diploma and transcript of records" or "Schedule of outstanding examinations".

4+4:

  • Bachelor's degree (diploma and diploma supplement)
  • Master's degree:
    • Ongoing 2-year Master's degree programme: Transcript of records stating the courses for the entire Master’s degree programme (both courses passed and upcoming examinations).
    • 1-year Master's degree programme: Diploma and diploma supplement
    • 2-year Master's degree programme: Diploma and diploma supplement if the Master's degree is only equivalent to one year of Master's studies in Denmark and not a Danish 2-year Master's degree.

5+3:

  • Bachelor's degree (diploma and diploma supplement)
  • Master's degree (diploma and diploma supplement)


Cover sheet for diplomas
Please upload the cover sheet in the same file as your diplomas and transcript 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 transcript of records/diploma supplement
  • Master's diploma and transcript of records/diploma supplement


Applying for 4+4. How do I document a 2-years Master’s degree when I have not passed it yet?
You must attach documentation for all of your passed exams on your master's degree programme under "Diploma and transcripts of records". Under "Schedule of outstanding examinations", you must upload documentation of the exams you are registered for during this examination period. Together, the two documents must show that you will have passed between 60 and 90 ECTS before the PhD enrolment starts (see the date in the call). In the mandatory form for the timetable (under “4+4 applicants”), you must account for the final exams on your Master’s degree programme. If we add the ECTS credits from all three documents, the total sum must be no less than 120 ECTS credits.
   Remember to upload the cover sheet as well as your Bachelor’s degree diploma and transcript of records/diploma supplement under "Diploma and transcripts of records" too (only one file can be uploaded in the field so you have to merge the documents into one file). See the ”Guidelines for electronic application”.

I cannot upload both my Bachelor’s degree diploma and my transcript of records of one year of Master’s degree studies under Diploma and transcripts of records?
You must join the two documents and upload them both as one PDF file.

I have passed my Master's degree but I have not yet received my Master's diploma. Can I apply anyway?
Yes. Please upload your Bachelor's diploma and a transcript of records (incl. name of education, duration and courses) from your Master's degree programme showing the marks awarded for the courses passed. As soon as you receive your Master's diploma please send it to Bettina H. Acthon.

Do I need to get my diplomas translated?
If the attached diplomas/transcript of records are not in one of the main languages (Danish, English, French, German, Norwegian or Swedish), you must attach an authorised English translation of the diplomas/transcript of records as well as a copy of your original diploma.

My Bachelor's/Master's diploma does not state duration, courses or marks. What do I do?
You must upload a full diploma incl. diploma supplement/transcript of records stating the name of university, education (BA/MA), duration (number of years), courses, marks and ECTS credits (if given). We cannot assess your overall education without this information.

Do I need to upload my Bachelor's diploma if I apply for a PhD fellowship (5+3 scheme)?
Yes, you need to upload both your Bachelor's diploma and Master's diploma in order to apply for the 5+3 programme. 


Schedule of outstanding (remaining) examinations


What do I upload under Schedule of outstanding examinations?
4+4:

Are you signed up for any examinations this examination period? If yes, you have to document the different examinations (course names and ECTS credits) even though you have already passed 60 ECTS credits.

  • 2-year Master's degree programme (ongoing): Upload a transcript of the upcoming examinations.
  • 1-year/1½-year Master's degree (passed) that is assessed to be equivalent to one year of Master's studies in Denmark: Diploma and transcript of records/diploma supplement

This also applies to MA student from Aarhus University.

5+3:
If you have not yet passed your Master’s degree you must attach a declaration from your university (relevant teacher or person in charge) stating which examinations you are registered for (course names and ECTS credits) incl. the expected date of submission of Master’s thesis.

This also applies to MA student from Aarhus University.

Do I need to upload a Schedule of outstanding examinations if I have already passed 60 ECTS?
If you are signed up for any examinations you must document the different examinations even though you have already passed the 60 ECTS. The document must state how many ECTS you will get for the courses you are signed up for.

I am from Aarhus University. Do I need a confirmation from a teacher for my outstanding examinations?
Master’s students from Aarhus University do not need a confirmation from a teacher. You can find the information in "mit.au.dk" (Self-Service).

Is it mandatory to upload a Schedule of outstanding examinations?
4+4:

Yes, if you are signed up for any examinations. If you are not signed up for any examinations you do not have to enclose any documentation.

This also applies to MA student from Aarhus University. 
 
5+3:
Yes, if you have not yet passed your Master’s degree you must attach a declaration from your university (relevant teacher or person in charge) stating which examinations you are registered for (course names and ECTS credits) incl. the expected date of submission of Master’s thesis.

This also applies to MA student from Aarhus University.

Do I have to pass the examinations I am signed up for on my Master's degree programme?
4+4:
Yes, you have to pass the examinations before starting on part A of the 4+4 programme.

5+3:
Yes, you must have completed your Master’s degree before starting on the 5+3 programme.


Language skills


Must I upload documentation of my English skills when I apply for a PhD scholarship/fellowship or enrolment?
You 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. The English language requirement is comparable to a minimum of TOEFL 83 or IELTS 6,5.
    The field is mandatory in the application form and you cannot send your application without uploading a PDF file under "Proof of language skills". If you do not have the documentation on hand when you apply you must upload a brief statement of why you cannot document the requirement.

May the documentation be older than 2 years?
Yes.

I do not have a language test. Can I apply anyway?
If you have completed a Bachelor's or Master's degree programme taught entirely in English from a non-English speaking country you may upload your diploma and transcript of records/diploma supplement as proof of language skill. The documentation must however clearly state that the entire degree programme was taught in English.

I do not get the result of my language test until after the application deadline. May I send the result to you after the deadline?
Yes. Please upload a brief statement to your application stating that you have signed up for a language test and that the result will be sent to us as soon as possible after the application deadline. If you have received a confirmation from the test centre, you may upload that instead.

I am a native speaker but I am not from USA, Canada, Australia, New Zealand, Great Britain, Scotland or Ireland. I have received English language training since primary school, and all my previous educations have been in English (incl. my Bachelor's and Master's degrees). Can I be exempted from taking a language test?
If you are from a country with more than one official national language where one of them is English (such as South Africa) you must document that your Bachelor's or Master's degree programmes were taught in English. The documentation must clearly state that the entire degree programme was taught in English.

I have a Master's degree from Norway and it was taught in English (stated in my diploma). Do I need to upload an English test certificate? 
No. If you have completed a Bachelor's or Master's degree programme taught entirely in English from a non-English speaking country you may upload your diploma and transcript of records/diploma supplement as proof of language skill. The documentation must however clearly state that the entire degree programme was taught in English.


Level


Which Level should I choose if I have not yet passed my Master’s degree and want to apply for a 4+4 scholarship?
Bachelor (3 years)

Which Level should I choose if I have a 1-year Master’s degree? 
You must apply for the 4+4 scholarship and choose the Level "Bachelor (3 years)".   

Shall I choose Master (2 years) if I have not yet passed my Master’s degree but expect to do so before the enrolment begin?
Yes, if you apply for a 5+3 fellowship.


Grade point average


Write the grades according to the scale of your home university.

4+4:
Your grade average is calculated and based on the grading scale of your transcript. In this case just the Bachelor's degree diploma.

5+3:
Your grade average is calculated and based on the grading scale of your transcript. In this case just the Master's degree diploma.

This is a Danish calculator that might help you. We have borrowed the calculator from another faculty so we cannot answer any questions related to the calculator. It is just meant as self-help.

If you want to complicate matters you can also see the section "Conversion of grades from countries other than Denmark" on this page (http://kandidat.au.dk/en/admission/admission-requirements/) or this Danish page (http://ufm.dk/uddannelse-og-institutioner/anerkendelse-og-dokumentation/find-vurderinger/landehaandbogen/slaa-op  -  choose "Land/område" and "Karakterer").


Credit transfer (merit)


What is Credit transfer on top of admission level?
This only applies for 5+3 applicants who are already enrolled at a PhD degree programme. The credit will reduce the overall study period (3 years) depending on the approved credit.

Please see the guidelines:

  • Academic background (If previous PhD enrolment),
  • Admission (Credit transfer on top of admission level) and
  • Application material (Other information to consider)

 

Study

This section contains information about:

Project description
 

- Project description

The project description must be easy to understand, also for non-specialists, and include:

4+4 applicants:

  • An outline of the field of research that will be the focus of the PhD project as well as a preliminary specification of the subject of the PhD dissertation.
  • Grounds for the academic (including interdisciplinary) research field and preliminary considerations, if applicable, regarding methodologies, theories, materials, etc.
  • An outline of the schedule/timetable for the PhD project (separate mandatory form).

5+3 applicants:

  • A description of the work hypothesis/issue on which the project is based.
  • An explanation of the material on which the project is based and of the methodologies you plan to use.
  • A realistic schedule/timetable for the PhD project (separate mandatory form).

The overall project description (excl. list of project literature/bibliography/reference list and timetable) must not exceed 12,000 characters including spaces, tables, diagrams, footnotes and illustrations (5 A4 pages of 2,400 characters each). If the project description exceeds this maximum limit, the application will not be considered.
The total number of characters must be specified at the end of the project description. 

It is important that you make source references in your project description so the assessment committee can see from where you have your knowledge. The reader must always have the opportunity to check all the information mentioned in the project description. Source references (or just references) are small notes in the project description that explains from where you have your knowledge. You can either indicate your literature references in the project's text with parentheses or subtext via footnotes.

For further information please see the "Guideline for electronic application at Arts", "Preparing for a PhD project" and "Suggestions for the content of the PhD project description".   

Counting characters
Please see the guide on How to count characters in Word.

5 pages or 12,000 characters
As long as you do not exceed the 12,000 characters incl. spaces, tables, diagrams, footnotes and illustrations it is okay that you upload 6 pages or more because of illustrations or diagrams.

Specific calls
The most important part of the application is your own project description. The project description must explain the research project you propose to conduct within the larger project. That is why you must always write a project description.


- Bibliography/reference list

The literature referred to in the project description

After the project description, there must be a bibliography/reference list, which is a complete overview of all the material you have used. The references in the description are references to the bibliography, where all information is specified. All the sources you have referred to must be available in your bibliography. Each source must only appear once in the bibliography, but you may, of course, be able to refer to it in several places in the project description. 

In order to retrieve the sources you refer to in the bibliography, you must, as a minimum, be familiar with the author, title, edition, publisher and year of publication.

For articles, you must also have the name of the journal in which the article is published, as well as the number and page numbers. For newspaper articles, the name, date and number of pages of the paper apply.

Example:

Books:
Last name, First initial. (Year). Title of the book in italics (Edition – if available). Place of publication: Publisher.
Fitzgerald, F. S. (1926). The Great Gatsby. Chatto & Windus: London.

Periodical articles:
Last name, First initial. (Year). Article title. Periodical title in italics, volume(issue), page numbers.
O'Dwyer, M., & O'Flynn, E. (2005). MNC-SME strategic alliances - A model framing knowledge value as the primary predictor of governance modal choice. Journal of International Management, 11(3), 397-416.

Should the list of project literature/bibliography/reference list be attached separately?
The bibliography must be uploaded in the same pdf file as the project description.  But the list is not a part of the project description so the max length of the description (12,000 characters including spaces) does not apply to the list. See the guideline for the application facility.


- Timetable

All applicants (4+4 and 5+3) must fill out the form for the timetable. The last part of the form is for 4+4 applicants with an active Master's degree programme.

Timetable for the PhD degree programme and plan for the PhD project
The timetable (time schedule) must show that you have thought of all the elements of the study programme (reading stages, empirical analysis, courses, conferences, study abroad, teaching, writing phase, etc.).  Use the timetable to show that you have not forgotten an element and that you have not planned too much in order to complete the PhD degree programme within three years (four years if 4+4).

PhD Courses
PhD courses must be relevant to your research project, training or prospective career. The PhD courses must be on a higher academic level than the Master's degree, unless there is special reason for giving dispensation from this principle. This must be approved by your principal supervisor after enrolment.

Some courses state the number of ECTS credits given but in the end it is your principal supervisor that determines the number of ECTS awarded for each course based on its relevance to project. Normally, 1 ECTS point is considered equivalent to 25 hours of work, including preparation time etc.

Most courses and conferences have not been posted yet. Please see this page for the courses available at the moment: https://phd.arts.au.dk/phd-courses/courses-1 

Some courses will be advertised again otherwise write your wishes for future courses in the timetable. Enter your course suggestions in the timetable.

Due to the limited number of characters in the timetable, it will not be possible to list all courses during the enrolment period. Just list as many as possible.

Planned stays at foreign research institutions
With a view to ensuring the international level of the PhD degree programme, a long-term and continuous period of research lasting at least two months must be included at an active research environment which is not your own (preferably outside Denmark).  Total stay overseas may not normally exceed one year.

If you do not have a university in mind yet just enter some of the countries you have thought about for your research stay.

Plans for teaching activities and other types of knowledge sharing communications
Teaching and other forms of communication of knowledge must be related to your PhD project.  This may be work involving tutoring, independent teaching and academic assistance in research centres, academic conferences, academic journals or major research grant applications.

Semester plan
Enter a short description of the activities for each semester of your enrolment (5+3 = 6 semesters, 4+4 = 7-8 semesters). The last semester is for writing the dissertation so do not enter other activities in that semester. 

4+4 applicants
You do not need to fill out this section if you have passed your 1-year Master’s degree and are applying for 4+4 enrolment. The section is meant for applicants still enrolled on a 2-year Master’s degree programme where they have one year left of their enrolment.

General information
The form for the timetable is not a part of the project description's limit of 12,000 characters including spaces but you have to upload it in the same PDF file as the project description because you cannot upload two files in the same field in the application form.

The template for the timetable is locked which means that you cannot copy data from another file into the form. You have to write directly in the timetable.

When you want to combine the file with the project description and the file with the timetable you have to save them both as PDF first and then combine/merge the two PDF files into one file.

The timetable is only tentative at this point, so it is not required that you are specific but it is important to show that you have considered all activities throughout your PhD plan. It would be a good idea to state potential ideas regarding conferences and courses, but you do not need to submit any confirmations.

For further information please see "4.1 The PhD Plan" in the "Rules for the PhD Programme at the Graduate School, Arts".


Supervisor

The main supervisor must be an active, recognised researcher within the relevant research area, and must be employed by the Faculty of Arts/Aarhus Univesity as a professor or associate professor. All supervisors must be academically qualified in the area of the PhD project. 

You do not need a written statement from your potential supervisor when you apply but if you enter a name it is implied that you have been in contact with that person (verbal agreement). 

For further information please see "3.2 Supervision" in the "Rules for the PhD Programme at the Graduate School, Arts".  


Do I need to suggest a main supervisor and a co-supervisor?
No, it is not mandatory to suggest any supervisors at this stage.

Why can I not enter my main supervisor’s details but I can enter my co-supervisor’s details?
You can only fill out the position, institution and email for your co-supervisor and not for your main supervisor.  You main supervisor must be employed at the Faculty of Arts that is why you only need to write the name of your main supervisor. 

I am not from Aarhus University. Could you help me with some names for potential supervisors?
You do not need to have a supervisor in order to apply for a fellowship/scholarship. The head of the graduate school will provide you with a main supervisor if you get the fellowship/scholarship.
  If you want to talk to a researcher about your project, you can try contacting one of the researchers within your own field.

Here are the links for the research programmes at the 3 schools:

You can also use this page to search for a potential supervisor.

If you are not able to find a potential supervisor yourself, you may contact one of our 8 PhD programme directors and he/she might be able to give you a name or two of a researcher within your field. 

Can I have a main supervisor from another university than Aarhus University?
No, but your co-supervisor may come from another university. They will not be paid for the work.

Can an assistant professor be my main supervisor?
No, only professors and associate professors may serve as main supervisors.

Financing

I do not know what to write in this field when I am applying for the open call or one of the specific calls?
Both types of calls contains fully funded PhD scholarships/fellowships.

Total budget:
Do you need more money for equipment and travels than the 20,000 and 30,000 DKK (see the guideline for the application form)?
Yes = fill out the box with the total amount (and upload the form under "Budget details").
No = write 0 if you can stay within the 20,000 and 30,000 DKK.

Budget details:
Only upload a budget, if you have written anything else than 0 under "Total budget".

Indicate sources and amounts of possible financial support, if any:
Have you already received a grants for equipment and travels from an external party/external grant donor although you do not have a PhD fellowship/scholarship yet? Write the name of the grant donor, the amount and what the money is for.

Proof of financial support:
Upload the grant letter (equipment and travels) that you mentioned under "Indicate sources and amounts of possible financial support, if any".

--

If you do not want to apply for extra funding and if you do not have any external financial support please leave the field like this:

When a call states that the PhD scholarship/fellowship is fully funded it means that you do not have to upload a budget for salary, programme fee and overhead. You only have to fill out the budget form if you have extra costs and cannot stay within the 20,000 and 30,000 DKK for equipment and travels. If you have received a grant from an external source, you must indicate source and amount too, see above.

What do I write in "Total budget in DKK for particular expenses"?
If your expenses for travels and equipment exceed the amounts stated in the guideline you must write the amount in the application and enclose a budget (form).

Do I have to upload a budget if my expenses for travels and equipment do not exceed the 30,000 DKK and 20,000 DKK mentioned in the guideline?
No, you do not have to write a budget if you do not exceed the 30,000 DKK and 20,000 DKK.

What do I write in "Indicated sources and amounts of possible financial support"?
Only relevant if you have received external funding. See above.

What do I upload under "Proof of financial support"?
Documentation for the external funding. Normally only relevant if you apply for enrolment with external funding.

If you apply for one of our PhD fellowships/scholarships on the basis of a call from our website you do not need to send proof of financial support because the PhD fellowships/scholarships are fully funded (salary and tuition). You only need to send documentation if you have received external funding for travels or equipment.

Please see the guidelines for further information.


 

Referees

You are requested to obtain a prior consent from at least one referee but not more than two referees. Fill out the contact information (name, job title, institution, and email address) in the application form and upload the consent from each referee that is not employed by Aarhus University. The consent must state that the Graduate School may contact the referee to ask him or her for a confidential statement.

Your referee must be a person who knows you and your degree program (e.g. a supervisor or teacher). We just need a line or two in an e-mail (uploaded to the application as PDF) stating that we may contact your referee - NOT a detailed recommendation.    
 

May I attach references/recommendations?
No, but you may attach a statement from an individual, whom we may contact for further information. A line or two in an e-mail stating that we may contact him/her - not a detailed recommendation.

How many referees may I write? According to the guidelines it is 2 referees but I can write 3 names in the application.
The application facility is the same for all 4 graduate schools at Aarhus University. Arts has decided that you may only suggest 1-2 referees.

May I suggest a referee from Aarhus University?
Yes, the referees may be from Aarhus University. The only difference between a referee employed at Aarhus University and a referee not employed at Aarhus University is the consent. We need a letter/e-mail with the consent from the person not employed at Aarhus University.

Is it mandatory to suggest a referee?
Yes, it is mandatory to write the name of at least one referee. Please see the guidelines for the application.

Is it mandatory to upload a statement from my referee?
Yes, if your referee is not employed at Aarhus University.

What is a referee?
It is a person who knows you and your degree program. It can be a supervisor or teacher.


After the application deadline

None of my referees have been contacted by Aarhus University so far?
We will only contact your referees if we have any questions.

Other information to consider

This field is for information you consider to be relevant to your application.

Do not upload the timetable or diplomas/transcripts of records/diplomas supplements in this field. The timetable must be included in the same file as the project description and the diplomas/transcripts of records/diplomas supplement for both your Bachelor's degree and your Master's degree must be uploaded under "Diploma and transcripts of records" (as one PDF file with all information on your degrees).

Unless otherwise indicated in the call please do not upload your Master's thesis or writing samples to your application.

Mandatory attachments

This section contains information about mandatory attachments for:

 
Applications without the mandatory attachments will be rejected!
 

Open call and specific calls (via call)

When applying for enrolment and scholarship:

  • CV
  • Schedule of outstanding examinations
       ONLY MANDATORY if you apply for:
    • 4+4 and are registered for any exams this coming term
      This is also mandatory for Master’s students already enrolled at Aarhus University
    • 5+3 and have not yet passed all the examinations in your master’s degree programme
      This is also mandatory for Master’s students from Aarhus University
  • Diploma and transcripts of records
       Mandatory for all applicants incl. students from Aarhus University.
       All diplomas MUST state the name of education, duration, courses, marks and ECTS credits.

       Your application will be REJECTED if you do not upload documentation for both degrees.
    • 4+4
      • Bachelor's degree diploma and diploma supplement (minumum a 3-year degree).
      • Master's degree
        • Master's degree diploma and diploma supplement (1-year degree)
        • Master's degree diploma and diploma supplement (2-year degree that is only equivalent to one year of Master's studies in Denmark).
        • Transcripts of records for one year of Master's studies (ongoing 2-year degree)
          The transcript must contain details of the courses your have passed.
          This also applies to Master's students already enrolled at Aarhus University.
    • 5+3
      • Bachelor's degree diploma and diploma supplement (minumum a 3-year degree).
      • Master's degree diploma and diploma supplement (2-year degree).
      • Transcripts of records of your Master's degree if you have not yet received the official diploma and diploma supplement.
  • Proof of language skills
       See this page.
  • Budget details
       ONLY MANDATORY if you write anything else than 0 under “Total budget”.
  • Proof of financial support
       ONLY MANDATORY if you fill out the box “Indicate sources and amounts of possible financial support, if any”.
  • Project description incl. timetable
  • Consent from referees not employed at Aarhus University
       Short prior consent and NOT A RECOMMENDATION although the box is called that.
  • Motivation

External funding (via ad hoc link)

When applying for enrolment with external funding or if you pay for the enrolment yourself:

  • CV
  • Information sheet for earlier employment
  • Schedule of outstanding examinations
        ONLY MANDATORY if you apply for:
    • 4+4 and are registered for any exams this coming term
      This is also mandatory for Master’s students already enrolled at Aarhus University
    • 5+3 and have not yet passed all the examinations in your master’s degree programme
      This is also mandatory for Master’s students from Aarhus University
  • Diploma and transcripts of records
  •    Mandatory for all applicants incl. students from Aarhus University.
       All diplomas MUST state the name of education, duration, courses, marks and ECTS credits.

       Your application will be REJECTED if you do not upload documentation for both degrees.
    • 4+4
      • Bachelor's degree diploma and diploma supplement (minumum a 3-year degree).
      • Master's degree
        • Master's degree diploma and diploma supplement (1-year degree)
        • Master's degree diploma and diploma supplement (2-year degree that is only equivalent to one year of Master's studies in Denmark).
        • Transcripts of records for one year of Master's studies (ongoing 2-year degree)
          The transcript must contain details of the courses your have passed.
          This also applies to Master's students already enrolled at Aarhus University.
    • 5+3
      • Bachelor's degree diploma and diploma supplement (minumum a 3-year degree).
      • Master's degree diploma and diploma supplement (2-year degree).
      • Transcripts of records of your Master's degree if you have not yet received the official diploma and diploma supplement.
  • Proof of language skills
       See this page.
  • Budget details
       ONLY MANDATORY if you write anything else than 0 under “Total budget”
  • Proof of financial support
        MUST CONTAIN:
    • Financing details
    • Letter of appropriation
    • The project description forming the basis of the given grant
  • Project description incl. timetable
  • Consent from referees not employed at Aarhus University
       Short prior consent and NOT A RECOMMENDATION although the box is called that
  • Motivation

Sending application

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). 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.

This section contains information about:

 

Send

 
I have pressed Send but I am not sure whether the application was sent or not?
You should get a receipt on your screen right away if you have been successful in sending the application. Later you will receive an e-mail with a receipt. If you get a receipt on your screen but not in an e-mail there might be a typing error in your e-mail address. If you have a spam filter please check that as well.



Errors


I am unable to send my application

Make sure you have filled in all fields marked with a star *. 

Do not use a Tablet or Smartphone when you send your application. Send your application from a computer.

Try sending your application from another browser and reduce the size of your PDF files.

Please see the page "How to apply (guidelines and forms)" for further information on what to do if you cannot send your application. See the section "Errors when sending your application".  

I cannot send my application because my CV is missing but I have uploaded it to my application
If you try to send your application from an iPad or a similar device you will get this error. You have to send your application from a computer. Check that all your documents have been saved as PDF.

I am getting the error "Credit transfer must be 0 or a positive integer" when I try to send my 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.

I am getting the error "If there are no particular expenses, please just enter 0" when I try to send my 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.

I have sent my application, but I have found an error in the application. What do I do?
Please 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 for the same call.


 

Replacing or adding a document


I have sent my application, but forgot to attach an appendix. What do I do?

Prior to application deadline:
Please 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 for the same call.

After application deadline:
Unfortunately, it is not possible to send appendices other than the Master’s degree certificate (only 5+3 applications) after the deadline.

How do I add or replace a document in my application?
Prior to application deadline: 
Please 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 for the same call.

After application deadline: 
Unfortunately, it is not possible to send appendices other than the Master’s degree certificate (only 5+3 applications) after the deadline.

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Do not send appendices by replying to the e-mail you received from the application facility (aphd@psys.au.dk). Most files sent to this address will not get through. Please fill out and send a whole new and complete application (before the application deadline).