INFORMATION REGARDING ASSESSMENT COMMITTEE REQUIREMENTS
As a rule the below mentioned standards must be met by the members of the assessment committee:
The following documents must be enclosed in one pdf file in searchable format when an assessment committee is forwarded to the PhD Board for approval:
Concerning competence to act the regular competence to act regulations apply cf. The Act on Public Administration §3-6. Special attention must be given to the following:
Members of the assessment committee cannot be in an up-downwards management layer compared to the main supervisor:
Example 1: The Head of Department cannot be a member of an assessment committee for a PhD student in his or her own department.
Example 2: A section leader cannot be a member of an assessment committee for a PhD student in his or her own section.) NOTE: If it is not possible to find other academically competent persons to replace a disqualified members, a permission to serve in the assessment committee can be given in special cases. Argumentation must be presented.
The assessment committee shall submit a recommendation as to whether the PhD student, through the publicly defended thesis, has fulfilled the requirements laid down in the Ministerial Order on the PhD Programme at the Universities and Certaing Higher Educational Institutions.
Within two months after the thesis has been submitted and not later than three weeks prior to the defense the assessment committee is requested to write a provisional recommendation stating whether the thesis in its provisional form can be accepted for public defence. The chairman of the assessment committee forwards the provisional recommendation to the Doctoral School who makes sure that the author receives a copy of the recommendation. If a majority of the members of the assessment committee accept the PhD thesis, the chairman of the assessment committee, the other committee members and the supervisor(s) in co-operation set the date for the public defence of the thesis.
If a majority of the committee members cannot accept the PhD thesis in its present form, the recommendation must also include at least a majority recommendation that can form a basis for a decision by the institution as to whether the thesis can be re-submitted in a revised form within a time period of at least three months.
The department is responsible for handling the practical matters in connection with the defence. This includes the booking of hotel rooms, the announcement of the defence, as well as the recommendation to the Faculty concerning the chairperson of the defence. Announcement of the defence and the recommendation for the chairperson should be forwarded via the department to AAU PhD
The defence shall take place following the submission of the preliminary recommendation of the assessment committee and no later than three months after the handing in of the thesis. Based on the rules in the legislation on inventions, or if special circumstances apply, the institution may decide to postpone the defence.
Prior to the defence, the chairperson appointed by the Faculty must arrange a meeting with the assessment committee and the supervisor(s). This meeting usually takes place 1-2 hours before the defence. At this meeting it shall roughly be agreed how the examination shall proceed. The total examination time (question time) must not exceed 2 hours and the members of the assessment committee and the supervisor(s) shall prioritize their questions in such a way that they confine themselves to this time limit.
The PhD student gives a lecture explaining the research work carried out. The duration of the lecture should be approximately 45 minutes.
The PhD Study Director is responsible for approving the moderator. The following requirements must be met by the moderator:
Examination. The most significant role of the moderator is to ensure that the agreed upon plan (cf. number 2 above) is followed. This includes ensuring that all the members of the assessment committee get the opportunity to ask questions and that the PhD student's time to answer is limited in such a way that the assessment committee can obtain answers to their questions within the time limit. Questions may be asked ex auditorio provided that the chairman is notified. Each person asking questions ex auditorio is given a maximum of 15 minutes including the necessary time for the PhD student's answer.
Immediately after the public defence the assessment committee shall submit to the department its recommendation based on the PhD thesis and the public defence as to whether the PhD degree should be awarded. Afterwards the department forwards the recommendation to AAU PhD
Aalborg University uses eforms for reimbursement of travel expenses. It can be found at
You should choose “Forskningsservice” and "Maria Benedikte Bredvig" as recipient/contact person.
If the reimbursement is directed at an organization/company an invoice must be forwarded.
We can only cover documented expenses. If you do not have a receipt for the expense (e.g. BroBizz), it is necessary to submit another form of documentation (bank statement).
We are unfortunately not able to reimburse Uber or the like neither in Denmark or any other country.
We cover the costs of transportation (cheapest possible), and accommodation for 1-2 nights for a maximum of DKK 1,448 per night. In addition, reasonable expenses are covered for meals in connection with the trip.
If you choose to travel to the destination in your own car, this must be cheaper than other means of transportation.
Car rental must be documented as being cheaper than other means of transportation. All driven kilometers must be documented either private or work related. We can only cover work related.
Points to pay attention to when filling out eforms:
Country for payment should be where the bank is, if there is a difference
Detailed description for the specific expenses
If the currency is written manually you must document the exchange rate
A detailed description of your route if own car is used (address from and to) along with the car license plate should be added. You can only receive the low rate according to State rules.
When the form is duly filled and you are ready to “submit” you must scroll to the bottom and choose “yes” to “I agree” under statement