On this page you find information about parental leave, holiday rules and sickness absence.
In addition, you can find information about leave, part-time and extension of your PhD programme.
Applications for any kind of leave and part-time must be submitted before the period of leave or part-time begins. We reserve the right to deny an extension if leave/part-time is not reported in time.
Please note, the mandatory study elements must be completed when you are actively enrolled. This means that teaching- and dissemination activities, courses, research stays etc. must be completed in the enrolment period and before you hand in your dissertation. You cannot get study elements approved if they are taken during leave from the PhD study or completed after enrolment end date.
If you are planning on applying for an extension due to Covid-19, please find more information here.
Integrated PhD students who take parental leave during part A can get their enrolment extended. During the leave the student will receive the same amount of SU PhD grant units (1 or 2) as in the month leading up to the leave, e.g. if you receive 2 units in the month prior to the leave, you will receive 2 units every month during the leave.
During the extension of enrolment, the payment of SU PhD grant units will also be extended with the same number of SU PhD grant units per month as before the leave.
If the PhD student is employed elsewhere, the local rules at the place of employment must be complied with. It is important to keep the graduate school informed of all absence related to parental leave.
Extension due to parental leave during part A cannot be transferred to part B.
Rules regarding parental leave are the same as for all other PhD students and depend on the place of employment. Find more information here.
If you wish to take postponed leave with a child born during part A, please contact firstname.lastname@example.org.
Rules and regulations:
Ministerial Order of Law on SU - The Danish students' Grants and Loans Scheme: Danish version (afsnit II)
Amendment: Danish version
Ministerial Order on SU PhD scholarships: Danish version
Amendment: Danish version
You may, during the education, apply for unpaid leave of absence and, thereby, postpone your deadline for submission of your dissertation. We assess all applications for leave of absence individually. In the assessment, we will consider whether there is an academic motivation for such application, whether the project can be completed within the original time frame despite the leave of absence, whether leave of absence is desirable for the project, and whether the project has otherwise made reasonable progress.
Your enrolment may also be extended in case of absence taken to complete (parts of) a clinical basic education or a medical specialty training programme. This type of absence should, as far as possible, be arranged/planned already at the start of your employment.
If you want to take leave from your PhD study, you must complete the form "Application for leave – professional reasons" and send it to email@example.com. In the application you need to clearly state which professional reason(s) there is behind the wish for leave.
If you want to work part-time, you need to submit the form "Application for part-time" to firstname.lastname@example.org. In the application you need to clearly state the reason behind the wish for part-time.
Applications for leave and part-time must be submitted before the period of leave or part-time begins.
Please note that Your period of enrolment cannot exceed six years in total and that you need to be enrolled at least half time, i.e. 18,5 hours per week.
If you want to apply for an extension, you need to fill out and submit the form "Application for extension" and send it to email@example.com.
If you are planning to apply for an extension due to Covid-19, please find more information here.
It is not possible to extend your PhD degree programme once the assessment committee has been appointed.
In the application you need to clearly state which professional reason(s) there is behind the wish for extension.
Any extension always needs to be financed. The graduate school does not extend PhD scholarships awarded by the graduate school.
Remember, if you during the extension period will be employed at AU, you also need to submit the form "Recommendation for employment as a PhD fellow and/or application for pay supplement".
Please note that your period of enrolment cannot exceed six years in total.
All holiday must be arranged in agreement with the main supervisor and the department.
All registration regarding holiday, ‘care day’ and ‘child's first sick day’ is handled by the department.
Integrated PhD students on part A paid with a SU PhD grant unit are considered students and not employees, and therefore do not earn holiday pay. The SU PhD grant are paid out continuously also during holiday. If the PhD student is employed elsewhere the local rules at the place of employment has to be complied with.
During part B, the Integrated PhD students are employed, and must therefore follow the holiday rules and regulations of the place of employment.
Read more about the rules regarding holiday for PhD fellows employed at Aarhus University.
Absence due to illness must always be reported to the main supervisor and the department. The rules that apply for the PhD student’s place of employment have to be complied with.
In case of long-term illness (more than 30 days), the graduate school must be informed by email: firstname.lastname@example.org as soon as possible. Also make sure to inform the Master’s study office if the illness affects the Master’s study course work.
During part A, it is possible to get additional SU PhD grant units in case of long term illness. It is possible to extend part A for up to 4 months if the student is absent up to 4 months within a 12 months period. Please note, if you are absent for more than 4 months, part A can only still be extended for 4 months.
If the PhD student is paid with SU PhD grant units, the same SU PhD grant units as prior to the leave will be paid out during the long term illness. During the extension of enrolment the payment of SU PhD grant units will also be extended for up to 4 months, with the same number of SU PhD grant units per month as before the long termillness.
If the PhD student is employed elsewhere the local rules at the place of employment has to be complied with.
Rules regarding sickness absence are the same as for all other PhD students, and depend on the place of employment. Find more information here.