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Dissemination/working hours

How many hours?

PhD students employed at Aarhus University (5+3) are obligated to deliver what corresponds to 840 working hours at the department during their PhD study according to the official PhD regulations. However, all PhD students employed at GSST are automatically granted one semester’s (140 hours) exemption from the dissemination/work obligation with no reduction in pay.

PhD students enrolled in 3+5 or 4+4 programmes are obligated to deliver 280 working hours per year at the department during part B of their study programme. However, all PhD students employed at GSST are automatically granted one semester’s (140 hours) exemption from the dissemination/work obligation with no reduction in pay.

Please notice that if you end up with more than the maximum stated number of working hours, this will not grant you any additional pay aside from your PhD salary.

PhD students that are enrolled but not employed at Aarhus University are not obligated to deliver 840 hours, but they must still meet the dissemination requirement that is a mandatory part of the PhD programme.

Distribution of dissemination tasks

In order to ensure a fair distribution of teaching assignments for PhD students, and in order to ensure that the PhD students get a broad exposure to different kinds of dissemination-related tasks, the following principles will be implemented for the PhD students enrolled under engineering:

  1. The PhD student must deliver a certain number of working hour to the department during their PhD study. The exact number of hours is specified in each student's Google spreadsheet. It is recommended that these responsibilities are heavier at the beginning of the PhD study.
  2. The main PhD supervisor for each PhD student has (together with the member of the PhD committee from the same section)  the overall responsibility for ensuring that the PhD student completes a fair amount of teaching activities and that it is either relevant for the subject of the PhD student or is basic knowledge that the PhD student does not need to spend too much time getting into.
  3. In addition, the main PhD supervisor is responsible for ensuring that the PhD student gets experience with different kinds of teaching-related tasks, e.g. supervision, lectures, design and correction of exercises, workshops, assessment and peer-reviewing. This is essential in order to give the PhD student the proper knowledge to decide upon the future career path after completing the PhD study. PhD students should never be given full responsibility for a course unless they have had the necessary didactic training.
  4. The ENG PhD committee has members from each research section, and they have the responsibility for ensuring that the PhD supervisors plan the teaching activities for the PhD students once every semester.
  5. Study responsible stakeholders may send requests to the relevant ENG PhD committee member to find a PhD student for different teaching assignments. The member of the PhD committee will then, to the best of his ability, attempt to provide PhD student resources for such assignments, taking into account the existing plans made by the main PhD supervisors and the goal of having the PhD students try different types of tasks during their PhD study

Dissemination activities

In general, dissemination can be viewed as different activities meant to communicate different disciplinary material to stakeholders at different levels of experience. The activities that can be included under dissemination are:

  • Help prepare a course or a lecture (of different sizes).
  • Giving lectures in different courses.
  • Preparing exercises or other materials for a course.
  • Correcting exercises for a course and giving written or oral feedback to the students.
  • Assisting students with exercises or with lab work as course instructor.
  • Co-supervisor for group work at different semesters.
  • Co-supervisor for BSc and MSc theses.
  • Creation of web pages, book chapters or manuals communicating disciplinary material.
  • Preparation and delivery of presentations and posters.
  • Internal coordination in connection with the PhD committee or the yearly PhD event.
  • Writing texts for patent applications.
  • Communication with media stakeholders such as journalists.
  • Presentation of research results internally and externally to companies or at conferences.
  • Assistance in research activities that are not directly relevant for the PhD research, for example in project deliverables or project applications.
  • General marketing activities towards young students, e.g. as a part of AU activities at high schools (det rullende universitet).

The amount of hours for each dissemination activity needs to be fair and this will be determined by the members of the ENG PhD committee. Note that a factor is used for preparation for giving lectures (factor 5) and for assisting with exercises (factor 3).  

Be aware that the actual writing of articles is not considered dissemination. It is a part of the research itself.


PhD students with external funding
If a PhD student is fully (or mostly) sponsored by external funds,  the supervisor is allowed to use the PhD student for more activities related to the funding agency (typically a project), but the PhD student still has to have diversity in his/her dissemination activities.

Exemption

All PhD students employed at Aarhus University are automatically granted one semester’s (140 hours) exemption from the dissemination/work obligation with no reduction in pay. Aside from this, PhD students can apply for exemption with no reduction in pay for a period of up to six months in relation to a stay abroad. The exemption amounts to a maximum of 140 hours for six months. To obtain the latter exemption, the stay abroad must cover an entire teaching quarter.

For PhD students enrolled in a 3+5 or 4+4 programme who want to complete a stay abroad during part A, it is not possible to apply for teaching exemption with no reduction in pay. They have the following options:

  1. Complete the working hours at a different time, i.e. before or after the stay abroad. Please notice that the working hours must be delivered during part A, i.e. before the qualifying exam. Notice that the stay abroad will grant you a number of working hours.
  2. Apply for teaching exemption with reduction in pay.


Applying for teaching exemption

Teaching exemption in relation to stays abroad must be approved by the head of the ENG PhD committee and the Graduate School of Science and Technology. The PhD student must send a short application to the head of the ENG PhD committee, the supervisor and our partner at the Graduate School of Science and Technology by email.

The PhD student must also notify the PhD committee member responsible for assigning teaching tasks of the exemption.

Registration of exemption
The PhD student must register the exemptions in his or her Google document.

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Revised 13.07.2017