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For assessment committees

The PhD degree programme trains PhD students to undertake research, development and teaching assignments at an international level. The PhD degree programme concludes with a submission of a PhD dissertation which must document the author’s ability to apply relevant research methods and to conduct research work meeting the international standards for PhD degrees within the field in question.

As specified in the PhD order, the role of an assessment committee is:

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

    The recommendation has three possible outcomes:

    • The assessment committee recommends the dissertation for defence
    • The assessment committee asks that the dissertation be revised in a number of areas before it can be recommended for defence. The revision can be of minor or major character.
    • The dissertation is rejected
    • Revision

      If the assessment committee recommends revision of the dissertation, the PhD student must submit a new, revised dissertation together with a point-by-point reply where the student comments on the assesment committee's remarks. The assessment committee has to outline in the recommendation how much time the PhD student will get to revise the dissertation. The PhD student is entitled to a resubmission deadline of at least 3 months (with the possibility of an earlier resubmission to maintain the original date for public defence).

      The Graduate School must receive any comments on the assessment committee’s decision no later than two weeks after the date when the assessment was received by the PhD student and main supervisor.

      Unless special conditions apply, the dissertation will be reassessed by the same assessment committee, and if the committee approves the changes, the defence can take place (a new date must be set by the main supervisor and agreed upon by the committee and PhD student, unless the original date for public defence can be maintained).

      The changes must be included in the final (printed) dissertation.

      Rejection of dissertation

      If the dissertation is rejected, The Graduate School must receive any comments on the assessment committee’s recommendation no later than two weeks after the PhD student received the assessment.

      The recommendation, including any comments from the main supervisor and PhD student, are reviewed by the Graduate School management.

      The management then makes the final decision on whether the PhD student is asked to resubmit his or her PhD dissertation to the assessment committee or resubmit to a new assessment committee. Lastly, the management can decide to reject the dissertation completely.

      Recommendation for conferral of the PhD degree

      Immediately after the defence, the assessment committee convenes to decide whether they think the PhD degree should be conferred. The PhD student is informed of the recommendation on the day of the defence.

      The chairman has to submit an assessment of the PhD defence to the PhD administration. The assessment of both the dissertation and defence is sent to the Academic Council. If the Academic Council confers the PhD degree, the PhD student will receive a diploma afterwards.

      Please read the guidelines for assessment of PhD dissertation and PhD defence

      Information for assessors from outside Aarhus University

      Travel and accommodation

      When you make arrangements for your travel, The Graduate School reimburses up to DKK 8,000 for travels within Europe and up to DKK 15,000 from other countries. It is expected that travels both in Denmark and from abroad is on economy-class.

      If necessary the Graduate School also reimburses up to 2 nights in a hotel (up to DKK 1020 per night, including VAT).

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

      Timetables, prices and tickets

      Feel free to have the billing(made from Denmark) sent directly to The Graduate School using the following EAN-no.: 5798 000 418370. Make sure the assessment committee member’s name as well as the name of the PhD administrator is mentioned on the bill.

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

      Travel reimbursement and honorarium

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

      Back home from the defence please fill in and return to the Graduate School:

      We will need your signature on both forms, so we kindly ask you to print the forms, sign them and email a scanned copy to: together with the copies of your receipts.

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Revised 16.05.2017