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Rules and regulations

As a PhD student at Arts, there are a number of rules and regulations that you should familiarise yourself with. In particular, you should read the rules and regulations that apply to PhD students at the Graduate School, Arts. Please note that Danish rules and regulations are legally binding, while English rules and regulations are for ease of reference.

PhD degree programme and University Act

Rules for the PhD degree programme at the Graduate School, Arts

Ministerial Order on the PhD degree programme

University Act

  •  The Danish Consolidation Act on Universities (the University Act):
    English version (2015 - awaits new translation) - Danish version (2024)

Responsible conduct of research

Research is the foundation for all activities at Aarhus University. Therefore, we must strive to ensure the reliability and integrity of our research. This entails that everyone who conducts research at Aarhus University must act in accordance with the basic principles that constitute the foundation for all research intergrity.

Aarhus University works to ensure that research is conducted responsibly and to safeguard the freedom of research of the university and the individual researcher in different ways.

Aarhus University's policy for responsible conduct of research and code of practice to ensure scientific integrity and responsible conduct of research:  

Have you experienced offensive behaviour or harassment?

Please read more here:

If you are in any doubt of whom to contact, please contact the Graduate School for help: plaskett@au.dk 

Valid consent to data processing

As a researcher you will often come across situations in which you are under a legal obligation to obtain consent for participation from coming participants (data subjects) in your research project, or in which it is simply good practice or ethical to do so. 

Please see this page for further information.

PhD dissertation

Recommendation of the assessment committee’s evaluation of a submitted PhD dissertation

Salary and employment

The collective agreement

  • The collective agreement for state-employed academics
    • Circular no. 10084 of 20 December 2021 on the collective agreement for state-employed academics: Danish version
  • Appendices:
    • appendix 5, entry on PhD fellows; 
    • appendix 5a, agreement on PhD fellows enrolled at foreign institutions during the entire PhD programme; and 
    • appendix 5c, agreement on remuneration for PhD students for work performed in connection with the PhD programme:
      English version (2015 - awaits new translation) - Danish version (2021)


Paid work at the department

  • PhD students' paid work at the department (840 hours total): English version - Danish version
    - Due to the adjustments of the organization at Arts the rules were revised on 29 October 2015.
    - Due to a new law on employment letters the rules were revised on 17 January 2024.
    - Due to minor adjustments the rule were revised on 13 March 2024.
  • Agreement on working hours at the Faculty of Arts, 2023-2025 (applicable for PhD student): English version - Danish version

5+3 scheme and part B of the 4+4 scheme

  • Pay scale and seniority
  • Addendum to employment contract 
    If an employed PhD fellow go on a research stay or conduct field work abroad, and the duration of the work exceeds 4 consecutive weeks, the employer must issue an addendum to the employment contract before departure.
    • Pursuant to the Statement of Terms and Conditions Act (Act no. 501 Lov om ansættelsesbeviser og visse arbejdsvilkår) clause 4.1: Danish version


Part A of the 4+4 scheme



  • Exemption from payment of pension contribution for certain fixed-term state-employees
    • Circular no. 9539 of 17 June 2016 on entry for the collective agreement for state-employed academics: Danish version
  • Foreign employees pensions
    • Information about the Danish pension system and the 3 different pension schemes: English website




New employees


The graduate school does not extend the enrolment or employment for any leave of absence held without prior written consent from the graduate school.

Parental leave


Other leave

Deaths and funerals


  • Please note that the graduate school does not grant part-time or part-time leave from your PhD employment in connection with appointments to other work at Aarhus University. Please apply for full unpaid leave if you have been offered other work at Aarhus University that has academic relevance to the PhD project.


The rules for the PhD degree programme at the Graduate School, Arts states that you must include a lengthy research stay at a foreign institution during your studies. The stay must be a continuous period lasting at least two months at an active research environment.

According to the “Act on employment contracts and certain working conditions” from 2023 Aarhus University must draw up an addendum to your employment contract if you are going abroad for four or more consecutive weeks.

This means that if you are a PhD fellows (5+3 and 4+4 part B) employed by Aarhus University you must contact your PhD administrator at least one month before leaving for your research stay abroad.

You can find the form you need to fill out regarding change of environment abroad on this page: https://phd.arts.au.dk/rules-and-forms/formsandtemplates (under "Research Stay Abroad – Addendum")

For further information about travelling as a PhD student please see this page: https://phd.arts.au.dk/phd-students/goingabroad


What happens in case of an accident where a person is injured or laboratory equipment or other facilities are damaged. Who is responsible, and who will bear the financial risk? For further information please see: https://medarbejdere.au.dk/en/administration/hr/recruitment-and-employment/insurance/insurance

Social security

Danish social security
As an employee of Aarhus University, you are covered by the Danish social security system. The social security systems includes the right to receive hospital treatment and access to a pension, unemployment benefits, family benefits and child allowances. In Denmark, social security is financed through taxation.

For further information please see https://medarbejdere.au.dk/en/administration/hr/recruitment-and-employment/translate-to-english-dansk-social-sikring

International social security
International social security rules determine which country's rules apply. International social security rules are therefore rules concerning choice of law. The choice of law does not determine whether a person is entitled to social security. This is decided by national legislation.

For further information please see https://medarbejdere.au.dk/en/administration/hr/recruitment-and-employment/international-social-security