Assessment

Main supervisor

As a main supervisor you will be asked to submit a proposal for the composition of the assessment committee (see below) five months before the PhD student submits his/her PhD dissertation.

The proposal is approved by the PhD Committee after recommendation by the Head of Programme.

Find the requirements for the composition of the assessment committee below. Additionally, our “Guidelines for suggesting an assessment committee” will give you more information on how to submit your proposal, special rules on disqualification and the legal basis. 

PhD student

As a PhD student you need to approve your main supervisor’s proposal for the composition of the assessment committee, before it is submitted to the graduate school. The proposal needs to include a brief presentation of the PhD project and a time schedule. 

Find further information about the committee’s work when assessing a PhD dissertation in the graduate school’s "Guidelines for assessment of PhD dissertation and PhD defence" (see right sidebar).

 

Composition of the assessment committee

The requirements for the composition of the committee are as follows:

  • The assessment committee needs to consist of three renowned researchers within the academic area in question
  • The members of the committee should be at associate professor level or higher
  • One member needs to be employed at Health and act as the chair of the committee
  • Two of the members need to be employed at another institution than Aarhus University
  • At least one of the members need to be from abroad (an exemption can be granted if there are valid reasons)
  • Preferably, the members of the committee should represent both genders
  • The main supervisor assists the assessment committee without voting rights

The composition of the committee is subject to the rules on disqualification laid down in the Danish Public Adminstiration Act (forvaltningsloven). This means, for instance:

  • The members of the committee cannot be close colleagues of the main supervisor or the student
    They are also not permitted to:
    • Have previously supervised the student, for instance in connection with the Master’s degree project
    • Be co-authors of articles or manuscripts forming part of the dissertation
    • Have recently (within the last three years) published material together with the main supervisor or the student

The role of the assessment committee

The role of the assessment committee is to:  

  • make a preliminary recommendation to the university as to whether the PhD dissertation can be accepted for defence
  • take part in a public defence and subsequently make a final recommendation as to whether the PhD degree should be awarded

The outcome of the assessment

 There are three possible outcomes of the assessment of a dissertation:

  • The dissertation is recommended for defence
  • The dissertation is returned for revision
  • The dissertation is rejected

Accepted for defence

If the recommendation is positive, the PhD student will receive an e-mail with the assessment attached and the defence of the dissertation can take place.

Returned for revision

If the assessment committee recommends revision of the dissertation, the PhD student needs to submit a new, revised dissertation together with a point-by point reply where he/she comments on the assessment committee's remarks. 

The graduate school needs to receive any comments to the assessment committee’s decision no later than two weeks after the date where the PhD student received the assessment.

Unless special conditions apply, the same assessment committee will reassess the dissertation. If the committee approves the changes, the defence can take place, and the PhD student and the assessment committee need to agree on a new date for the defence. 
 
The PhD student’s changes need to be included in the final (printed) dissertation.

Rejected

If the assessment committee recommends rejecting the dissertation, the graduate school needs to receive any comments on the assessment committee’s decision no later than two weeks after the date where the PhD student received the assessment.

The graduate school management will review the assessment committee’s recommendation, including any comments from the main supervisor and PhD student.  

The management then makes the final decision on whether the PhD student is asked to resubmit the PhD dissertation to the assessment committee, resubmit to a new assessment committee or whether the dissertation is rejected completely. 

Travel and accommodation

It is the chairman’s responsibility to provide guidance on practical aspects of the defence. For foreign assessors, this includes guidance about travel arrangements, accommodation, hotel bookings etc.

In connection with a PhD defence, the graduate school reimburses up to DKK 8,000 for travels within Europe and up to DKK 15,000 from other countries.

As a starting point we do not cover taxi to and from the airport. So please take the bus to and from your destination in Aarhus. Find information about timetables, prices and tickets here: Billund Airport and Aarhus Airport.

It is expected that travels both in Denmark and from abroad will be on economy-class. If necessary, we also reimburse up to 2 nights in a hotel (up to DKK 1000 per night, including VAT).

Feel free to have the billing (made in Denmark) sent directly to us using the following EAN-no.: 5798 000 418370. Make sure the assessment committee member’s name and the name of the relevant PhD administrator is mentioned on the bill.

Travel reimbursement and honorarium

As an assessor from outside AU you are entitled to an honorarium of approximately 7,000 DKK.

After the defence please fill in and return to the graduate school:

  • The Travel expense form
  • Copies of all your tickets and receipts
  • The Honorarium form for non-Danish assessors / Honorarium form for Danish assessors

We will need the assessor’s signature on both forms, so we kindly ask you to print the forms, sign them and email a scanned copy to graduateschoolhealth@au.dk together with the copies of your receipts.