Questions and answers

FAQ - application for PhD scholarship/fellowship and enrolment

If you do not find the answers to your questions/problems with the application facility in the text below please contact Bettina H. Acthon (acthon@au.dk) before the application deadline. After the deadline we cannot help you or change anything in your application. The only document that may be sent after the application deadline is your Master's diploma if you apply for a 5+3 fellowship.


Tip!

We strongly urge you to submit your application in good time before the deadline expires. We cannot help you if you experience technical problems outside normal working hours or in the weekend. If you cannot send your application due to technical problems please send an e-mail immediately to Bettina H. Acthon (acthon@au.dk) and before the deadline expires. If the error is shown on the screen please take a screen print of the error and send it in the e-mail. If you send the e-mail after the application deadline we cannot help you.

The Graduate School does not grant an exemption of the application deadline due to problems with your computer or internet connection.


General questions

Where can I find the link for the application facility?
Click on the link Call incl. link to the application facility below each call on this page: http://talent.au.dk/phd/arts/open-calls/. The link for the application facility is in the bottom of each call under Application.
Some applicants do not read the call before applying for a PhD scholarship that is why the link for the application facility has been moved so it is only available in the calls.

Can I save my application?
No

Can I exit and re-enter my application more than once?
No, you have to start over if you exit the application

How many applications may I submit?
Only one application
may be submitted per call/notice.

May I apply for both the open call and the special call?
You are allowed to apply with one proposal for the open call and one proposal for each the specific calls. Only one application (= proposal) per call. You are not allowed to apply for the same call with 2 different proposals.

I have sent two applications for the same call. What do I do?
If you have submitted more than one application for the same call we will assess the last application received. The other applications will be considered as drafts and deleted.

May I write my application and project description in Danish?
Yes, you may write your application and project description in Danish.

May I upload Danish diplomas to the English application facility?
Yes, you may upload Danish documents.

When is the deadline for application?
See the bottom of the call for the deadline. Always read the call before completing your application.

When does the PhD scholarship begin?
Find the relevant date in the call. Always read the call before completing your application.

What is the difference between * and (*)?
* must be filled out in order to send the application.
(*) is not mandatory unless it says otherwise in the guidelines for the application.

I have two documents for the same upload box. What do I do?
You can only upload one PDF file in each box so the documents must be saved and uploaded as one large PDF file.

I can only upload one document under Other information to consider. May I upload it under another category?
No, you may only upload documents under the correct category. Join the different documents as one pdf-file if necessary. 

I am not a Danish citizen. Can I apply for one of your PhD scholarships/fellowships?
Yes, international citizens may apply for our PhD scholarships/fellowships. The only difference between Danish citizens and international citizens is that international citizens must have received a residence and work permits before beginning his/her PhD study.
If you are offered one of our PhD scholarships/fellowships you should contact the PhD administrator for your PhD programme as soon as possible. He/she will help you apply for a residence and work permit. For further information on residence and work permits please see Work in Denmark's web page.

Do I get a salary if I get one of the 3-year PhD fellowships?
Yes, the PhD fellowship consists of both an enrolment and an employment. You can see the salary on this page.

Do I get a salary if I get one of the 4-year PhD scholarships?
Both yes and no. The first 1½-2 years you will be enrolled on part A and get a SU grant. You will also be offered an employment of 210-280 working hours. When you have passed your Master's degree and start on part B you will be employed as a PhD fellow and receive an ordinary salary.

Personal

Where do I upload my academic publications?
You may not attach your publications. If you do they will be deleted from the application.
You may only attach a summary of your academic productions.  The summary must be uploaded together with your CV. The summary must contain the following information: Author(s), title, place/type of publication (incl. year), number of pages, link to web.

Do I have to upload the form Information sheet for earlier employment to my application?
Only if you apply for enrolment only with an external PhD fellowship or pay for the enrolment yourself. Please see the guideline.

Academic background and Admission

Admission requirements

What is the admission requirement for applying for a 4-year scholarship (4+4 scheme)?
You must have acquired 60 ECTS credits or will have acquired 60 to 90 ECTS credits in a Master’s degree examination after the deadline for application.

The sum of ECTS credits from the transcript of records (uploaded under Diploma and transcripts of records) and the examination you are signed up for in your Master’s degree studies (uploaded under Schedule of outstanding examinations) must be no less than 60 ECTS credits in total!

What is the admission requirement for applying for a 3-year scholarship (5+3 scheme)?
You must have passed 300 ECTS credits (e.g. a Bachelor’s degree allocated 180 ECTS credits and a Master’s degree allocated 120 ECTS credits).
Not all Master's degrees are equivalent to a Danish Master's degree! Many 1-year Master's degrees only correspond to 1 year of studies at master's level in the Danish education system. This means that you cannot apply for the 5+3 scheme.

I have a Master's degree from England. Can I apply for the 3-year fellowship (5+3 scheme)?
If you have a Master’s degree (MA & M.Sc. & M.Res., corresponding to 180 British credits) you degree only corresponds to 1 year of studies at master's level in the Danish education system. This means that you cannot apply for the 5+3 scheme but you can apply for the 4+4 scheme.
A Master of Philosophy (M.Phil.) is equivalent to a full Danish Master's degree which means that you can apply for the 5+3 scheme.

I do not have the required 120 ECTS on my MA. Can I apply for a 3-year fellowship (5+3) with a MA of 90 ECTS?
An MA of 90 ECTS is usually not equivalent to a Danish MA. If it is not equivalent to a Danish MA you can apply for a 4-year scholarship (4+4). You have to enrol as both a MA student and a PhD student (4+4) the first 1½-2 years of the 4+4 enrolment (part A) because you need the 120 ECTS in order to start on part B of the 4+4 enrolment.
For further information on the 4+4 scheme please see: http://talent.au.dk/phd/arts/phdstudystructure/

May I apply for the 4+4 programme if I have started writing on my Master's thesis but still need to pass an exam in order to have passed 90 ECTS?
In general terms, the Master’s thesis constitutes the final part of the Master’s degree programme. A Danish Master’s thesis carries a weighting of 30 ECTS, which is the equivalent of six months of work.
   You may not have started writing your Master’s thesis when applying for the 4+4 programme even though you have not yet passed 90 ECTS points because your remaining courses or modules are scheduled for examination after the deadline for your Master’s thesis.
   The only exception to the above rule is a Master’s degree not equivalent to a Danish Master’s degree. In that case you may apply for the 4+4 programme even though you have already obtained a Master’s degree.

 

Diploma and transcripts of records

What do I upload under Diploma and transcripts of records?
4+4:
Your Bachelor's degree diploma (incl. name of education, duration, courses, marks and ECTS credits) and transcript of records (name of education, duration, courses, marks and ECTS credits given at this point) of your Master’s degree studies.
If your Master's degree is not equivalent to a Danish Master's degree you must upload your Master's degree diploma (incl. name of education, duration, courses, marks and ECTS credits) as well as the Bachelor's degree diploma (incl. name of education, duration, courses, marks and ECTS credits).
5+3:
Your Bachelor's degree diploma (incl. name of education, duration, courses, marks and ECTS credits) and Master's degree diploma (incl. name of education, duration, courses, marks and ECTS credits).

I cannot upload both Bachelor’s degree diploma and transcript of records of one year of Master’s degree studies under Diploma and transcripts of records?
You must upload both documents as one PDF file.

I do not have my Master's diploma yet. Can I apply anyway?
Yes. Please upload a transcript of records (incl. name of education, duration and courses) from your Master's degree showing the marks awarded for the courses.

Do I need to get my diplomas translated?
If the attached diplomas/transcript of records are not in one of the main languages (Danish, English, French, German, Norwegian or Swedish), you must attach an authorised English translation of the diplomas/transcript of records.

 

Schedule of outstanding examinations

What do I upload under Schedule of outstanding examinations
4+4:

Are you signed up for any examinations this examination period? If yes, you have to document the different examinations (incl. ECTS for each examination) even though you have already passed 60 ECTS credits.
5+3:
You have to document that you have submitted your Master’s thesis for assessment if you have not yet received your Master’s degree diploma or been given the marks for the thesis.

Do I need to upload a Schedule of outstanding examinations if I have already passed 60 ECTS?
If you are signed up for any examinations you must document the different examinations even though you have already passed the 60 ECTS. The document must state how many ECTS you will get for the examinations you are signed up for.

I am from Aarhus University. Do I need a confirmation from a teacher for my outstanding examinations?
Master’s students from Aarhus University do not need a confirmation from a teacher.

Is it mandatory to upload a Schedule of outstanding examinations?
4+4:

Yes, if you are signed up for any examinations. If you are not signed up for any examinations you do not need to enclose any documentation.
5+3:
Yes, if you have not yet received your Master’s degree diploma or a transcript of records stating the marks given for the Master's thesis you must document that you have submitted your Master’s thesis for assessment.

Do I have to pass the examinations I am signed up for on my Master's degree programme?
Yes, you have to pass the examinations before you can start on part A of the 4+4 programme.

 

Language skills

I am a Danish citizen. Do I need to upload proof of language skills?
Yes, but you do not have to upload one of the tests (TOEFL, IELTS or CAE) if you took English at B level at Danish upper secondary school level (gymnasium). Just upload your "gymnasiebevis".

My certificate from pre-university education (e.g. high school, college, etc.) is older than 2 years?
It is okay that your certificate from pre-university education (gymnasiebevis) is older than 2 years.
The TOEFL, IELTS and CAE tests are only valid for 2 years.

I do not have an IELTS test or any of the other tests. Can I apply anyway?
If you do not have one of the required tests you must prove your English skills in another way but we cannot guarantee that your application will be taken under consideration if you do not meet the language requirements on this page.

I do not get the result of the IELTS test until after the application deadline. May I send it to you after the deadline?
No. Any documents received after the application deadline will not be taken under consideration. The only exception is the MA diploma.

Do I have to upload an IELTS test if my Master's degree is from the UK?
You are exempt from submitting an English test if you have an English language Bachelor’s or a Master's degree from USA, Canada, Australia, New Zealand, Great Britain, Scotland or Ireland. However you must document that the programme was taught in English.

I am not a native speaker but I have received English language training since primary school, and all my previous education has been in English (incl. my Bachelor's and Master's degrees). Can I be exempted from showing my IELTS results?
No, you must be a native speaker otherwise you have to meet one of the requirements on this page.

 

Level

Which Level should I choose if I have not yet passed my Master’s degree and want to apply for a 4+4 scholarship?
Bachelor (3 years)

Shall I choose Master (2 years) if I have not yet passed my Master’s degree but expect to do so before the enrolment begin?
Yes, if you apply for a 5+3 fellowship.

 

Grade point average

Please see the section "Conversion of grades from countries other than Denmark" on this page (http://kandidat.au.dk/en/admission/admission-requirements/) or this Danish page (http://ufm.dk/uddannelse-og-institutioner/anerkendelse-og-dokumentation/find-vurderinger/landehaandbogen/slaa-op  -  choose "Land/område" and "Karakterer").

4+4:
Your grade average is calculated and based on the grading scale of your transcript (Bachelor's degree diploma).

5+3:
Your grade average is calculated and based on the grading scale of your transcript (Master's degree diploma).

 

Credit transfer (merit)

What is Credit transfer on top of admission level?
This only applies for 5+3 applicants who are already enrolled at a PhD degree programme. The credit will reduce the overall study period (3 years) depending on the approved credit.

Please see the guidelines:

  • Academic background (If previous PhD enrolment),
  • Admission (Credit transfer on top of admission level) and
  • Application material (Other information to consider)

Study

Project description

Does the length of the description of the project include notes etc.?
Yes, the overall project description is including notes etc. and must not exceed 12,000 characters including spaces (5 A4 pages of 2,400 characters each including spaces).

How do I count characters in a document?
You can find a guide on How to count characters in Word on our webpage.

Should the list of project literature/reading list be attached separately?
The list of project literature (reading list/references/bibliography) must be uploaded in the same pdf file as the project description.  But the list is not a part of the project description so the max length of the description (12,000 characters including spaces) does not apply for the list. See the guideline for the application facility.

Do illustrations count as characters in the project description?
If you write any text in the illustration then it counts as characters. If it is only a photo then it does not count.

Do I have to count the schedule/timetable/time plan for the PhD project as a part of the 12,000 characters?
No, the schedule/timetable/time plan for the PhD project is no longer a part of the project description's limit of 12,000 characters including spaces. You have to fill out a special form and upload it in the same PDF file as the project description.

Do I have to be specific about activities in the timetable?
The timetable is only tentative at this point, so it is not required that you are specific. The important thing is to show in your application that you have considered all activities throughout your PhD plan. It would be a good idea to state potential ideas regarding conferences and courses, but you do not need to submit any confirmations.

Do footnotes count as characters in the project description?
The list of project literature (reading list/references/bibliography) and the form for the timetable do not count as a part of the 12,000 characters. All other text including spaces are included so it is not possible to write extra text and save it in the footnotes or in an illustration.

May I exceed the 5 pages if the total number of characters does not exceed 12,000?
As long as you do not exceed the 12,000 characters incl. spaces it is okay that you upload 6 pages or more because of illustrations or diagrams.

Where do I find the available courses for the timetable?
You can list the courses that are known at this time (http://phd.au.dk/gradschools/arts/courses/) and hope they will be available later too. You may also list courses that you want to take if they become available.

 

Supervisor

Do I need to suggest a main supervisor and a co-supervisor?
No, it is not mandatory to suggest any supervisors at this stage.

I have just checked my application as stated in the receipt. Why are my main supervisor’s details in the co-supervisor’s section?
You only have to write the name of your main supervisor and not further details. If you fill out the position, institution and email boxes you enter the details for your co-supervisor and not for your main supervisor.

I am not from Aarhus University. Could you help me with some names for potential supervisors?
You do not need to have a supervisor in order to apply for a fellowship/scholarship. The head of the graduate school will provide you with a principal supervisor if you get the fellowship/scholarship.

This web site "Search for researchers" be helpful when you want to find a researcher within your field.

Can I have a main supervisor from another university than Aarhus University?
No, but your co-supervisor may come from another university.

Can an assistant professor be my main supervisor?
No, only professors and associate professors may serve as main supervisors.

Financing

I do not know what to write here?

If you apply for one of our open call or one of the specific calls (PhD fellowship/scholarship):

Total budget:
Do you need more money for equipment and travels than the 20,000 and 30,000 DKK.
Yes = fill out the box with amount.
No = write 0.

Budget details:
Only upload a budget, if you have written anything else than 0 under Total budget.

Indicate sources and amounts of possible financial support, if any:
Have you already received a grants for equipment and travels from an external party/external grant donor although you do not have a PhD fellowship/scholarship yet? Write the name of the grant donor, the amount and what the money is for.

Proof of financial support:
Upload the grant letter (equipment and travels).

What do I write in Total budget in DKK for particular expenses?
If your expenses for travels and equipment exceed the amounts stated in the guidelines you must write the amount in the application and enclose a budget (form).

Do I have to upload a budget if my expenses for travels and equipment do not exceed the 30,000 DKK and 20,000 DKK mentioned in the guidelines?
No, you do not have to write a budget if you do not exceed the 30,000 DKK and 20,000 DKK.

What do I write in Indicated sources and amounts of possible financial support?
Only relevant if you have received external funding.

What do I upload under Proof of financial support?
Documentation for the external funding. Normally only relevant if you apply for enrolment with external funding.

If you apply for one of our PhD fellowships/scholarships on the basis of a call from our website you do not need to send proof of financial support because the PhD fellowships/scholarships are fully-funded (salary and tuition). You only need to send documentation if you have received external funding for travels or equipment.

Please see the guidelines for further information.


Referees

May I attach references/recommendations?
No, but you may attach a statement from an individual, whom we may contact for further information. A line or two in an e-mail stating that we may contact him/her - not a detailed recommendation.

How many referees may I write? According to the guidelines 2 referees but I can write 3 names in the application.
The application facility is the same for all 4 graduate schools at Aarhus University but Arts has decided that we only want 2 referees.

May I suggest a referee from Aarhus University?
Yes, the referees may be from Aarhus University. The only difference between a referee employed at Aarhus University and a referee not employed at Aarhus University is the consent. We need a letter/e-mail with the consent from the person not employed at Aarhus University.

Is it mandatory to suggest a referee?
Yes, it is mandatory to write the name of at least one referee. Please see the guidelines for the application.

What is a referee?
It is a person who knows you and your degree program. It can be a supervisor or teacher.

Mandatory attachments

Open call and specific calls (via call)

When applying for enrolment and scholarship:

  • CV
  • Schedule of outstanding examinations
       MANDATORY IF you apply for:
    • 4+4 and are registered for any exams this coming term
      Not mandatory for Master’s students already enrolled at Aarhus University
    • 5+3 and has not yet been given the marks for the thesis or received your Master’s degree diploma then you must attach a declaration stating that you have submitted your Master’s thesis for assessment
  • Diploma and transcripts of records
       Copies of the original BA and MA diplomas
  • Proof of language skills
  • Budget details
       MANDATORY IF you write anything else than 0 under “Total budget”
  • Proof of financial support
       MANDATORY IF you fill out the box “Indicate sources and amounts of possible financial support, if any”
  • Project description incl. timetable
  • Consent from referees not employed at Aarhus University
       NOT A RECOMMENDATION although the box is called that
  • Motivation

 

External funding (via ad hoc link)

When applying for enrolment with external funding or if you pay for the enrolment yourself:

  • CV
  • Information sheet for earlier employment
  • Schedule of outstanding examinations
       MANDATORY IF you apply for:
    • 4+4 and are registered for any exams this coming term
      Not mandatory for Master’s students already enrolled at Aarhus University
    • 5+3 and has not yet been given the marks for the thesis or received your Master’s degree diploma then you must attach a declaration stating that you have submitted your Master’s thesis for assessment
  • Diploma and transcripts of records
       Copies of the original BA and MA diplomas
  • Proof of language skills
  • Budget details
       MANDATORY IF you write anything else than 0 under “Total budget”
  • Proof of financial support
        MUST CONTAIN:
    • Financing details
    • Letter of appropriation
    • The project description forming the basis of the given grant
  • Project description incl. timetable
  • Consent from referees not employed at Aarhus University
       NOT A RECOMMENDATION although the box is called that
  • Motivation

Sending application

Send

I have pressed Send but I am not sure whether the application was sent or not?
You should get a receipt on your screen right away if you have been successful in sending the application. Later you will receive an e-mail with a receipt. If you get a receipt on your screen but not in an e-mail there might be a typing error in your e-mail address.

 

Errors

I am unable to send my application
Make sure you have filled in all fields marked by *. 

I cannot send my application because my CV is missing but I have uploaded it to my application
If you try to send your application from an iPad you will get this error. You have to send your application on a computer.

I am getting the error "Credit transfer must be 0 or a positive integer" when I try to send my application
Please make sure that you have entered '0' in the box "Credit transfer on top of admission level (Months)". Fill out the box before you choose "Applying for 4+4" because the credit box will disappear when you choose 4+4.

I am getting the error "If there are no particular expenses, please just enter 0" when I try to send my application
Please make sure that you have entered '0' in the box "Total budget in DKK for particular expenses" and left the box "Indicate sources and amounts of possible financial support, if any" blank.

I have sent my application, but I have found an error in the application. What do I do?
An error in the application text: The graduate school can delete your application so you can write a new application (before the application deadline).
An error in an attached document: The graduate school can upload a new pdf file for you (before the application deadline).

 

Replacing or adding a document

I have sent my application, but forgot to attach an appendix. What do I do?
Prior to application deadline: Contact the graduate school. Explain the problem and attach the appendix as a pdf file.

After application deadline: Unfortunately, it is not possible to send appendices other than the Master’s degree certificate (only 5+3 applications) following the deadline.

How do I add or replace a document in my application?
If you want to add or replace a document in your application you need to send a new PDF file to the graduate school before the application deadline. If you just want to add a few pages to a document you have already enclosed in your application you need to join the old pages with the new pages before sending the document to the graduate school. New appendixes sent to the graduate school will replace the old appendixes (the graduate school does not join the pages in a document for you).

   Please specify the exact name of the appendix as you want to replace:

  • CV
  • Schedule of outstanding examinations
  • Diploma and transcripts of records
  • Proof of language skills
  • Budget details
  • Project description
  • Recommendation 1, 2 or 3
  • Motivation
  • Other information to consider

Do I have to send a whole new PDF file or can I just send the missing pages?
If you have forgotten a part of a document/file eg. the list of project literature in the project description you have to join the 2 files yourself and send the new complete file (with both description and list of literature) to the graduate school (before the application deadline). If you do not join the 2 parts yourself the new file will replace the old file. So if your new file only contains the list of project literature it will replace the old file with the project description (and the application will be rejected).