Corona/Covid-19 - FAQ for PhD students

The same guidelines apply to PhD students (3+5, 4+4, and 5+3) as to other staff members. It is your immediate head of staff/section leader who is responsible for deciding to which extent you are to work from home during this period. 

See the latest announcement from the university management

PhD students in flexible programmes enrolled in BSc or MSc courses

If you are in a flexible PhD programme (3+5 or 4+4) AND follow bachelor or master level courses, different guidelines apply. Please see the latest announcement from the university management for students

AU has decided on a joint procedure for handling the challenges students are facing in relation to completing their PhD projects as a direct consequence of COVID-19, including the physical shutdown of AU.

This joint procedure is based on the political agreements on the phased reopening of the country, in addition to the ‘Circular on the agreement on the possibility of extending temporary employment contracts, as a consequence of delays occurring in connection with COVID-19’.

The objective of the procedure is to ensure a common point of departure for all PhD students at AU, while at the same time granting the individual graduate school the flexibility to handle the challenges in individual students’ PhD projects in the most appropriate way.

The joint procedure applies to PhD students whose progress has been directly affected by COVID-19, including the physical shutdown of AU that began on 13 March 2020:

• AU must ensure that enrolled PhD students are able to finish their PhDs, and that the quality of the PhD project lives up to applicable academic requirements for a PhD. 
• A delay in progress towards the PhD degree must be a direct consequence of COVID-19, including the physical shutdown of AU. 
• All PhD projects that are or may be delayed must be considered individually and through individual dialogue with the principal supervisor and with a statement from the programme committee chair/PhD programme directors. 
• The nature of the delay in the PhD project must be described, and in the evaluation of the extension, every effort must be made to adjust the individual PhD project so as to allow the student to complete their project as planned. 
• If the PhD project cannot be completed without an extension of the deadline, the amount of additional time to be granted must be calculated on an individual basis. 
• To apply for an extension of the deadline, see the the websites of the individual graduate schools:
  • Graduate School, Arts
  • Aarhus BSS Graduate School
  • Graduate School of Health
  • Graduate School of Natural Sciences
  • Graduate School of Technical Sciences 

Most importantly, you should contact your principal supervisor for help in adjusting your PhD plan so that it will be possible to complete your PhD by the deadline. Your amended PhD plan must still meet the requirements for a PhD programme.

The COVID-19 situation is not in itself a valid reason for granting an extension to your PhD.

Any applications for extension will be processed on the basis of an individual, specific assessment. The assessment will be carried out by the graduate school management at your graduate school on the basis of the school's guidelines. The graduate school management will make the final decision in the case.

If a planned PhD course has been cancelled or postponed because of the COVID-19 situation, you should complete the course when it is offered again if at all possible. Some courses will be reorganised as online courses, and you should keep regularly check on your graduate school’s website for information about this.

You can  conduct your defence virtually or partly online and partly with physical attendance. In case of physical presence, it has to be in accordance with the health authorities’ guidelines on distancing and hygiene for users of these facilities.

Please contact your graduate school for further information.

See guidelines about academic and social events

If you are employed as a PhD student at Aarhus University, you can find answers to a number of questions about your employment and the COVID-19 situation on the Staff website.   

In general, the COVID-19 situation does not constitute a basis for granting leave, unless this is considered appropriate in relation to the PhD programme.

Contact your principal supervisor for a discussion of what is best for your PhD programme. An assessment of the leave application will be based on an individual, specific assessment. The assessment is carried out by the graduate school management at your graduate school, who will also make a decision in the case.  

We recommend you to contact your supervisor or local chairman of your PhD programme to discuss your options.    

If your change of research environment/study period abroad has been cancelled or interrupted due to the COVID-19 situation, you should first contact your principal supervisor. Together, you can discuss your PhD plan and assess the possibilities for a new change of research environment.  

If you were given an insurance card from Aarhus University before the start of your stay abroad, you can find information on the current rules on the Staff website 

If you are enrolled on a flexible PhD scheme (4+4 or 3+5) and you are on part A (and you did not receive an insurance card from Aarhus University before the date of departure), the same insurance rules apply as for Master's students. Read more on the Study Portal 

The corona page for international academic staff (IAS) has answers to a number of questions about your work and residence permit in Denmark in relation to coronavirus. See the IAS corona page 

PhD students at the Graduate School of Health can find information at the Graduate School of Health website. 

If you want to participate in the crisis response full time or part time, you can apply for leave from your PhD programme, and your enrolment and scholarship can be extended accordingly. To apply for leave, please contact your graduate school. Any applications for extension will be processed on the basis of an individual, specific assessment. 

For further information about applying for leave, contact your graduate school.