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Guidelines - hosting at Health

This guide provides main supervisors and chairs of assessment committees with the graduate school’s recommendations for hosting at Health in connection with the defence of a PhD or a higher doctoral (dr. med./dr. odont.) dissertation.

Also, the guide includes practical information and administrative guidelines related to travel, accommodation, cost reimbursement and honorarium.

Recommendations

Let colleagues and others interested parties benefit from the presence of an academic expert

Benefit from the assessor’s presence and expert knowledge, e.g. by including the assessor in the department activities such as lectures or meetings with relevant groups at the department. If relevant, make sure to arrange in which activities you would like to include the assessor when you establish the assessment committee.  

Provide guidance in relation to hotel and transportation – prior to the visit

Refer the assessor to hotels near Aarhus University (see AU hotel arrangements) and share information about public transportation to/from the airport (see Billund Airport and Aarhus Airport) as well as to/from the university.

Welcome

Make sure to arrange where, when and how you and the assessor will meet for the first time. Let the assessor know where to find your physical workplace/where you can meet and how to get in touch with each other.

Lunch or dinner after ending the committee work

Mark the end of the collaboration with a lunch or a dinner for all members of the committee (or alternatively a dinner on the night before the defence).

See the AU guidelines for entertainment expenses.  

Administrative guidelines

Entertainment expenses

According to the AU guidelines for entertainment expenses, committee work in relation to a PhD or a doctoral dissertation/defence can be concluded with a lunch or a dinner for all members of the committee (or alternatively a dinner on the night before the defence).

The maximum amount for lunch/dinner can be found in the AU guidelines for entertainment expenses. The graduate school will defray all expenses for assessors and main supervisor in relation to a lunch, as well as assessors’ expenses in relation to a dinner.