PhDManager is a system for the administration of PhD students. Please see this short video guide for information on how to use PhDManager.

Forms applied 

• Application for Enrolment
• Template for the PhD Plan
• Student and Supervisor Agreement - read carefully at the start of the PhD study.

Forms applied during the PhD

• Application for financial support to stays abroad
• Portfolio template - used in connection with progress reports
• ECTS for conference participation
• Paradigm for outcome of study circle
• Application for leave of absence

Forms applied when finishing the PhD Study

• Co-author statements
• Supervisor statement
• Declaration of Good Scientific Practice

THE 2 MONTH PHD PLAN

The PhD plan is a crucial step in any PhD study and its importance must not be overlooked. It is a requirement that the PhD plan follows the provided template since it contains information regarding the scope and the content required in the PhD plan - link to the template at the bottom of this page. The Phd plan must be submitted through PhD manager no later than 2 months after the enrollment date.

UPDATED PHD PLAN 

The updated PhD plan must ensure a feasible and realistic research approach in line with fulfilment of general rules such as course portfolio and external collaboration. The updated PhD plan requires a great deal of attention from the PhD student and supervisor and unfortunately experience shows that the updated PhD plan is often delayed. This makes it significantly harder to adjust the research strategy for the remainder of the PhD project. The pre-defense seeks to adress this issues by involving external opponents. 

PRE-DEFENSE

Before the deadline for the updated PhD plan (11 months after enrolment), it should be presented (pre-defence) at a suitable meeting in the various research groups (e.g. internal research meetings). The form is a 20 min presentation followed by 20 min discussion. If it is not possible to present the PhD plan at a suitable scientific forum due to logistics, the supervisor must organize a meeting where the presentation and discussion can take place.

The main supervisor appoints an internal opponent (eligible as main PhD supervisor, but not directly involved in the project) with expertise within the field. The intention is not to invite externals. Based on the presentation and the written Phd plan, the opponent should challenge the PhD plan with focus on scientific content, feasibility, novelty, flow of studies, etc. Questions and comments from the participants of the meeting are also encouraged. If required, the updated PhD plan is revised accordingly.

A short written evaluation (5-10 lines) is prepared by the opponent and must accompany the updated PhD plan when it is submitted for approval to the head of the doctoral programme. A positive recommendation is a prerequisite for further processing. In case revisions are requested the PhD student also submits a cover letter describing the revisions done based on the suggestions from the opponent.

OVERVIEW

PhD student submits the PhD plan no later than after 2 months of enrollment - must be approved by supervisor and head of program via PhD manager - deadline cannot be extempted from.
 
Updated plan is uploaded along with comments from the predefense after 11 months of enrollment - must be approved by supervisor and head of program via PhD manager.- extemption from the deadline can only be granted by the PhD Study Director.

RESEARCH STAY ABROAD

The Doctoral School recommends that you go abroad for your external research stay/collaboration. Going abroad and putting your research into a whole different context allows you to strengthen your international network and gain new perspectives on your research. 

PURPOSE

The main purpose of the stay should be to develope and further your research, develope new ideas in a new setting and of course to expand your network. 
It is a requirement that you during your PhD Study have a form of external research collaboration.

WHERE TO GO AND FOR HOW LONG?

The external research stay can compose of one long stay or a combination of several short stays (minimum duration of one month if you want financial support from the Doctoral School).

Stays shorter than one month are also viable but you cannot receive financial support from the Doctoral School. 

If you have questions in relation to the duration, contact your supervisors or AAU PhD. The location needs to have an active research environment - it can be both universities, organizations or other institutions.

FINANCIAL SUPPORT FROM THE DOCTORAL SCHOOL

Application for financial support must be sent to the Doctoral School no later than two months prior to the travel. The form will afterwards be forwarded to your supervisor for approval. By approving the application, the supervisor annotates the application with a positive recommendation. Once your supervisor has approved, the PhD Study Director will make a decision, and you will be informed shortly after. 

The support covers:

• Own transport (one roundtrip, cheapest way)
• Tuition fees
• A monthly grant

AMOUNT:

The monthly grant is DKK 6,000 for stays exceeding 3 months and up to 6 months (the stay may be longer, but funding is limited to a maximum of 6 months).
For stays between 1 and 3 months, the monthly grant is DKK 4,000.

When accompanied by spouse/cohabitor AND child(ren) the monthly amount for the PhD student can be increased by 1,000 DKK and 500 DKK per child.

Once the approved amount has been confirmed, detailed information on the payment procedure will be provided.
For PhD students employed at Aalborg University, the monthly grant can be paid in advance. The monthly grant is paid as a per diem allowance.
For PhD students not employed at Aalborg University, the monthly grant can be reimbursed based on rent receipts.

FINAL SETTLEMENT

A final settlement with the university must take place immediately upon return (no later than 10 work days after return according to AAU’s guidelines). It is extremely important that this deadline is met in order for AAU to comply with SKAT’s guidelines for correct filing.

In some cases it is possible to obtain a tax deduction (Differencefradrag). However it is not possible to calculate this before the end of the stay abroad and final settlement with the university. If you wish to take a tax deduction (and are eligible to a deduction) the Doctoral School must be contacted.

The application for a tax deduction takes place by contacting SKAT directly bringing along the final settlement from AAU (Please do not contact SKAT before talking to the Doctoral School).

FAQ

• The application for financial support must follow the template and be submitted no later than 2 months prior to the travel.
• Stays with a minimum duration of 1 month can receive financial support from the Doctoral School.
• Stays shorter than 1 month are approved in relation to the requirements in the ministerial order - but cannot receive financial support.

Application form for financial support

Rules concerning PhD courses:

• You must accumulate approximately 30 ECTS:
  
  • 10 ECTS from general PhD courses
  • 10 ECTS from specific PhD courses
  • 10 for free distribution
  • 6 ECTS can be gained from active conference participation and the like
• ECTS from conferences and the like only needs approval from your supervisors if it counts as part of the 6 ECTS that you can usually use for this purpose. If you want conference participation to count as “regular-ECTS” you need your head of programs approval.

All courses must be at PhD level at identifiable institutions. In general, no single course should exceed 6 ECTS credit points.

Finding the right PhD courses:

• https://phd.moodle.aau.dk/ - all PhD courses at Aalborg University
• www.phdcourses.dk - all PhD courses in Denmark (usually free of charge for PhD students)
• https://www.nordochealth.net/courses - PhD courses in scandinavia (usually free of charge for PhD students)

It is possible to find courses elsewhere but if they are not listed as PhD courses they may require approval from your supervisor or the head of program.

FAQ:

• It is your head of program that approves courses that are not PhD couses, study circles and ECTS from conferences that are not part of the 6 ECTS allocated
  
  
• There are 4 mandatory elements:
  • Introduction to the PhD Study
  • Applying the Danish Code of Conduct of Research Integrity to Your Research
  • Active participation in the PhD Day
  • Mandatory program specific course

A PhD student may apply for leave of absence from the Doctoral School. Applications for leave of absence must be sent to the Doctoral School using the form found under forms and templates. A leave of absence will normally be granted in relation to the following: 

• Illness
• Childbirth
• Military service etc.

Leave of absence typically means that the applicant’s PhD program is prolonged by the duration of the leave of absence.

If the leave is due to circumstances other than above mentioned, the leave must be for a period of minimum one month. Please note that an application for leave must generally be received by the Doctoral School no later than one month before the beginning of the leave.

Please note that if you are employed, the HR department will require additional forms to be completed.

If you have any questions regarding a leave of absence, please contact mamailto:mab@adm.aau.dk at the Doctoral School

When your PhD study is about to expire you will receive information from the Doctoral School about the application for an extension - you can apply for an extension two times.

FAQ

• You do not need to use the full duration of the extension.
• You can always submit your thesis - also if you are not enrolled.
• Make sure all signatures are present when submitting the application.
•  If applicable you also need to renew your work/residence permit.

Download the application for extension

• The Ministerial Order on the PhD Programme at the Universities and Certain Higher Artistic Educational Institutions (PhD Order) No 1124 of September 19, 2025 - In Danish
• Danish Code of Conduct for Research Integrity
• Points to be aware when using Generative AI and AI-Assisted Technologies

Previous regulations:

• The Ministerial Order on the PhD programme (Danish) - (No. 1039 of 27th of August 2013)
  The Ministerial Order on the PhD programme (English)- (No. 1039 of 27th of August 2013)