It is mandatory for the PhD student to complete three evaluations during the enrolment period.
The evaluation should focus on:
Below, please find information on how to do the three evaluations during a PhD programme, and what to do if an evaluation has a negative outcome.
The PhD student will receive an e-mail when it is time to begin the evaluation. Evaluations are carried out in MyPhD and should be written in English. Please make sure not to complete evaluations ahead of time.
The PhD student starts by updating the PhD plan and then answers a set of questions related to the evaluation. When done, the student indicates whether he/she expects the plan to lead to timely completion or whether he/she is concerned and forward the evaluation to the main supervisor.
The main supervisor now has access to both the updated PhD plan and the evaluation. He/she answers a set of questions.
Passed evaluation
If the evaluation is passed, the main supervisor will conclude the evaluation by expressing that he/she expects the plan to lead to timely completion.
Failed evaluation
If the evaluation is failed, the main supervisor will conclude the evaluation by expressing concern that the plan might not lead to timely completion or recommend a three month trial period (se below)
When the evaluation is completed
When the main supervisor is done, the PhD student has two weeks to comment on the evaluation, before it is automatically forwarded to the head of graduate programme for approval.
When the evaluation is complete, both student and main supervisor can access the evaluation and see comments made by the head of graduate programme and the graduate school.
It is not possible to update your plan before the evaluation is complete.
Dates for the ordinary, three year full time study (including Industrial PhD):
If an evaluation has a negative outcome, the main supervisor can conclude the evaluation by indicating that “the plan will not lead to timely completion, three month trial period necessary”.
If a trial period is initiated, the PhD student will - during a three month period - follow a plan outlined by the student and his/her supervisors (and approved by the graduate school).
After the three months, the student’s PhD will be evaluated again. If the re-evaluation is positive, the PhD study continues. If the re-evaluation is negative the PhD student’s enrolment will terminate immediately as will employment (if any) at AU.
An offer of a three months trial period can only be offered once, and will not cause extension of enrolment period or employment.
The PhD students has 14 days to comment on the main supervisor’s negative evaluation. If needed, the graduate school can summon the main supervisor and the student to a clarifying meeting.
If it is decided to recommend to the Head of the Graduate School that the PhD student should be offered a three months trial period, the main supervisor must prepare a suggestion for an action plan. The action plan should clearly state exactly which steps the PhD student needs to take to get back on track, and the situation can be regarded as restored.
The PhD Administration sends the evaluation, action plan and any comments from the PhD student to the Head of the Graduate School together with a recommendation stating that the PhD student should be offered three months trial period.
The Head of the Graduate School can decide not to offer a three months trial period. In such case, the PhD student continues the PhD degree programme without any changes, except perhaps minor adjustments, until the next ordinary evaluation deadline.
The Head of the Graduate School can decide to offer the PhD student a three months trial period to get back on track, cf. §10(2) in the PhD order, the student has one week to consider the offer, including the action plan.
If the PhD student does not wish to accept the offer, both the enrolment and the employment will terminate immediately.
If the PhD student accepts the offer, the time limit of three months will come into force, and the trial period will take place in close collaboration between the PhD student and the main supervisor. Acceptance of the offer implies that the student is obliged to follow the action plan.
During the trial period, the PhD student can get a lay representative if he/she wishes.
After the three months, the main supervisor conducts a new evaluation stating whether the deficiencies have been properly addressed and the PhD is back on track.
In case of positive outcome, the PhD education will continue according to the most recently approved plan.
In case of negative outcome, the enrollment of the PhD student will terminate immediately as will employment (if any) at Aarhus University. Any external employer (if any) must be notified right away that enrolment has been terminated.
A negative evaluation can be initiated by the main supervisor outside the evaluation deadlines.
The evaluation must cover the period starting from the most recent evaluation until the present date. The evaluation must prove that the PhD student does not follow the PhD plan, including any adjustments made.
