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Leave, extension and absence

Leave, extension and absence

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.

If you are planning to apply for an extension due to the Covid-19 lockdown, please contact your PhD partner. Find your PhD partner here.    

Maternity/paternity leave

Maternity/paternity/parental leave during part A

Extensions due to absence can only be given in the part in which the student is absent. Extension due to absence during part A cannot be transferred to part B. Read more about the rules regarding SU PhD grant units in the executive order on SU (only available in Danish).

For expecting mothers

Integrated PhD students who take maternity/parental leave during part A can get their enrolment extended for up to 12 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 leave. During the extension of enrolment the payment of SU PhD grant units will also be extended for up to 12 months, 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 has to be complied with. It is important to keep the graduate school informed of all absence related to maternity/parental leave.

For expecting fathers

Integrated PhD students who take paternity/parental leave during part A can get their enrolment extended for up to 6 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 leave. During the extension of enrolment the payment of SU PhD grant units will also be extended for up to 6 months, 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 has to be complied with. It is important to keep the graduate school informed of all absence related to paternity/parental leave.

Maternity/paternity/parental leave during part B

Rules regarding maternity/paternity/parental leave are the same as for all other PhD students, and depend on the place of employment. Find more information here.

Leave and part-time

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.

How to apply for leave of absence or part-time work

If you want to take leave from your PhD study, you must complete the form "Application for leave – professional reasons" and send it to graduateschoolhealth@au.dk. 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 graduateschoolhealth@au.dk. 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.  

Paid work undertaken during full-time employment as a PhD student is, as a general rule, considered undesirable and will not be accepted without prior arrangement with the graduate school, and only after submission of a motivated application in writing.  

Extension

If you want to apply for an extension, you need to fill out and submit the form "Application for extension" and send it to graduateschoolhealth@au.dk.

If you are planning to apply for an extension due to the Covid-19 lockdown, please contact your PhD partner. Find your PhD partner 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.

Holiday

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.  

Holiday during part A

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.

Holiday during part B

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.

Sickness absence

Sickness during part A

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: graduateschoolhealth@au.dk 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.

Sickness during part B

Rules regarding sickness absence are the same as for all other PhD students, and depend on the place of employment. Find more information here.