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These guidelines are specific to AGRO and does not apply to PhD students outside AGRO.

Timeline for PhD study

Overall formal structure

Every half-year

  • Revisit student-supervisor alignment of expectations.
  • Wellbeing conversations (held prior to half-year evaluation).
  • 1 March and 1 September – half-year evaluation (update MyPhD).

Every autumn

  • Staff Development Dialogue (SDD; Medarbejderudviklingssamtale, MUS, in Danish) with discussion on future career, held once a year with section manager.
  • PhD day at the AGRO Researcher Days.

Recurring formal support

  • Revisit “The good plan” for lab/field-based studies in collaboration with supervisor and TAP-supervisor.
  • Join the Department’s weekly seminars where your colleagues present their work.

Building up your PhD plan

The PhD plan is jointly prepared by you and your supervisors, and a complete PhD plan must be submitted no later than 2.5 months after starting your PhD study. Later amendments to the plan can be submitted in connection with the half-year evaluations. In fact, you are encouraged to update your PhD plan every 6 months. Ask your PhD buddy or supervisor for an example as inspiration.

Some parts of the plan should be put directly into the PhD planner:

  • Courses
  • Dissemination
  • Change of environment
  • Publications
  • Duty work
  • Supervisor agreement

You can find a template for a PhD plan in the box to the right.

Matching expectations

Addressing any mismatches in mutual expectations early increases the chances of a good student-supervisor relationship and a successful completion of the PhD. Therefore, the Graduate School recommends simple tools to make the alignment of expectations between student and supervisor effective.

The Graduate School suggests that the supervisor formulates a supervision letter, and the student and supervisor fill-in their view on different statements on supervision (‘Vote and compare’) as starting point for discussion expectations for the supervision. In order to summarize the key points from the discussion of expectations AGRO suggest to formulate a Memorandum of Understanding, where an example can be found here.

Please note, that returning and adjusting the initial alignments of expectation is an important aspect of a good student-supervisor relationship.

TAP collaboration

Good collaboration between supervisor, PhD and TAP is very important.

Before working in the lab or the field, the supervisor needs to arrange a meeting between the supervisor, student and TAP supervisor to discuss the collaboration and health and safety.

To help with this work we have created some documents to describe and plan the work:

  • TAP supervisor expectations letter
  • Den gode plan/The good plan

The documents can be found in the Forms box to the right.

BUDDY function - job description

As part of our onboarding, the Department of Agroecology has an AGRO buddy programme in order to help all new employees adapt to our work culture and be acquainted with our workplace systems and processes. It is important for a new employee to have someone to talk to during the first weeks, to help ease the transition into her/his new job successfully.

An AGRO buddy partners with the new employee during her/his first few months of employment. Your work as a buddy is very important. As a buddy, you are expected to help new PhD students adapt to the new environment and to make sure that they become an integrated part of the research environment in the section and in the department. You should be available for assistance and act as a go-to person.


As a buddy, you are expected to help the new student with the following.

  1. Remind the new students that they should be registered at the Kommune, open a bank account, and inform GSTS about CPR number.
  2. Directional layout of premises – for instance, direction to the canteen, coffee corners, toilets, etc.
  3. Introduction to other students and colleagues in the section/department.
  4. Invite and encourage the new student to come to relevant meetings (sometimes meetings in the calendars have been sent out before the person starts) (e.g., section meetings).
  5. Inform about social initiatives at the premises (gym, ping-pong, coffee breaks, bread and cake groups, Staff Club, social events, etc.).
  6. The bus transport schedule (bus times to and from the person’s place of residence if relevant) (www.rejseplanen.dk).
  7. Mention of important websites:
  1. Inform about departmental seminars.
  2. Inform about IT support opportunities: https://medarbejdere.au.dk/administration/it/ithovedomraader/nat-tech/.
  3. Inform about bibliographic software that AU uses (RefMan, Endnote). https://software.au.dk/.
  4. Inform about tools for alignment of expectations between supervisor and students (link).
  5. Help in looking for PhD courses (links from AGRO PhD page).
  6. Introduction on how to book meeting rooms and cars in Outlook.
  7. Remind the new student to update their PURE profile with a picture and description of their project (https://medarbejdere.au.dk/pure/pure-home)
  8. Introduction to MyPhD and show an example of a PhD plan.
  9. For new employees working in the lab or the field, inform about “The good plan”.
  10. Inform about the half-year evaluations due on/around 1 March and 1 September each year.
  11. Inform the new student about AGRO´s biannual wellbeing conversations between PhD student and PhD committee member. All students will have a conversation during the months prior to the half-year evaluation.
  12. Inform about the qualifying exam and show an example of the report.
  13. Mention of important websites:

Be observant – is your new colleague happy?

Other relevant webpages:


Well-being conversation

Twice a year (before half-year evaluations in March and September), a member of the PhD program committee in AGRO will invite you to a “Wellbeing conversation”.

The purpose of the conversation is to offer you an opportunity to address issues which might not be easy to discuss with your supervisor, but which can have a profound impact on your wellbeing. This can be topics such as the progress of your PhD (at an overall level) and how the cooperation with your supervisor and other staff is going. An important subject is also to take stock on your social wellbeing, both regarding work, work-life balance, or any other issues.

Examples on topics to discuss could be:

  • loneliness
  • collaboration with supervisors
  • stress
  • cultural or gender issues
  • ideas for improvements (personally or for all students)
  • ideas for student events
  • any subject which is important for you at the time of conversation

The talks are mandatory and confidential, and no minutes are made. If needed, a plan for improvement of your wellbeing will be made by you and the PhD committee member. No action is taken unless agreed with you.

The conversations typically last between ½-1 hour.

You are welcome to contact your wellbeing person at any time.

PhD seminar (startup) and feedback

The PhD seminar takes place during the first half-year after you start your PhD studies. The seminar will be held physically with the possibility for online streaming.

The actual date is agreed between you and the PhD secretary.

The seminar lasts a total of 30 minutes, including questions and feedback. The presentation itself should take between 15 and 20 minutes.

The purpose of the presentation is to introduce your project to your colleagues and give an overview of the planned activities. You can use your initial PhD plan as a guide when structuring your seminar.

The presentation should have two parts. In the first part, you should focus on the scientific background and hypotheses you will address in your PhD studies. The second part should focus on your plans such as publications, change of work environment, courses taken, etc., to fulfil the PhD requirements.

Your main Supervisor will briefly introduce you at the beginning of the seminar. In case your main Supervisor is not available, then the task is transferred to a member of the PhD Committee.

After your presentation, there will be a short feedback session, where the audience offers comments and poses questions on the proposed PhD plan and structure and advise you if certain aspects seem irregular or even unfeasible. Fellow PhD students are encouraged to give you relevant feedback, both in connection to your topic, but also more general feedback on your presentation technique, etc.

Half-year evaluation

Every half-year, you should write an evaluation of your progress during the last half-year and your plans for the next half-year. In AGRO, the half-year evaluations should be made by 1 March and 1 September.

For the PhD student:

  • If you started in July, August, September, October, November or December, you should submit your first half-year evaluation in March.
  • If you started in January, February, March, April, May or June, you should submit your first half-year evaluation in September. 

You do NOT need to make an evaluation if:

  • the PhD plan is still under approval;
  • you are on sick leave;
  • you are on parental leave;
  • you are at the end of your PhD and have closed myPhD as part of finishing your study.

If your PhD plan has just been approved, you need to make a small evaluation anyway. It should contain a short description of your progress so far and your current plans.

Remember to re-visit your PhD Plan (pdf file with scientific content) and make sure that it is updated. In case of changes, upload a new document.

Your evaluation (corresponding to ½-1 page) should be made directly in the dialogue boxes in MyPhD after discussing with your supervisor. What you write in the dialogue box will be saved in MyPhD as a record of your progress. Ask your supervisor or PhD buddy if you are in doubt.

The evaluation should contain information regarding your progress on:

  • scientific work during the last 6 months;
  • publications;
  • courses;
  • dissemination;
  • duty work;
  • teaching;
  • change of environment;
  • reflections on your growth as an independent researcher.

Please also update specific details on courses, change of environment, etc. directly in MyPhD.

This is also a good time to update/revisit your Alignment of expectations. If changed, note it in the dialogue box.

It is important to state whether things are moving on as planned and if not, state the reason(s) why.

When the half-year evaluation is completed, you should click “Send to supervisor”. Please be aware that you do not get an email announcement of changes made by your supervisor, Head of Programme, etc. You need to enter the system and check.

If you are in doubt on which option to choose, please contact your supervisor or Head of Programme.

If you update in your PhD plan outside of the half-year evaluation rolls, the plan should only be saved and not sent for evaluation.

For the Supervisor:

It is important that you make the evaluation thoroughly (i.e., approximately ½ A4 page of text). Once you have gone over your student’s PhD Plan and evaluation, there are two options. If the evaluation is ready to be passed on in the workflow, click the “Complete assessment. Send to student” button at the bottom of the page. This sends the evaluation back to the student for comments before it is passed on to the Head of Programme. If, the student needs to do further work, before it is ready to be passed on in the workflow, you should click the “Return to student for plan adjustments” button. The evaluation is returned to the student for further work, before it is once again passed on to the supervisor for assessment and final acceptance, to the Head of Programme and finally, to the Head of School

When the evaluation has been approved by the Head of Programme and the Head of School, the MyPhD status will change to “awaits student planning”.

The evaluation and previous evaluations can be found in “Plan history”.

Ad hoc courses

Supervisors have the option to define an ad hoc course designed specifically for a PhD student. Such a course may include a journal club or a short internship with a company or other things. A course description (see template in the Forms box to the right) must be prepared and the supervisor is, as a rule, the person responsible for the ‘course’. The ad hoc course must be pre-approved by the Head of Programme. When the course is completed, the student/supervisor sends an E-mail to the Head of Programme (lis.w.de.jonge@agro.au.dk) with the following attachments: course description; statement from the person responsible for the course with an assessment of the effectiveness of the course in relation to the student’s development.

Name of course:

ECTS credits:

Course parameters:

No. of contact hours and hours in total:

Capacity limits: ad hoc course, no capacity limit.

Objectives of the course:

The objectives of the course are to:

Learning outcomes and competences:

At the end of the course, the student should be able to:

Compulsory programme:

The students must deliver:

Course contents:


Course assessment:

Approval of PhD courses

See form in the box to the right

The qualifying exam

The qualifying exam is held halfway through your study. It consists of a written report and an oral presentation of your progress and plans. It is evaluated by your supervisor(s), one internal and one external opponent. The purposes of the qualifying exam are:

  • to give the PhD-student a chance to conclude current work and get others’ opinions and advice on progress and how to best proceed.
  • to give the supervisor(s) a chance – if not done before – to initiate talks on the eventual content of the PhD thesis and how to get there.
  • to allow the PhD school to ensure that the student accomplishes his/her study as planned, and to discuss and validate plans for the rest of the study period.

The qualifying exam takes the form of a seminar and then a discussion where you, your supervisor(s) and the opponents evaluate what has been done so far and priorities for the remaining part of your study. It should therefore be seen as an opportunity to plan the rest of your scientific programme and time schedule, as well as the formalities for finalizing your PhD thesis and conducting the defence.

The exam usually takes place 18 months before submission of the thesis (or after 24 months if you are a 4+4 student). More information can be found here: https://phd.tech.au.dk/for-phd-students/progress-report-qualifying-exam

Overview of the process:

  1. Approximately 3 months prior to the qualifying exam, the PhD student receives notification from the PhD school describing the formal requirements of the exam.
  2. Six weeks prior to the exam, the PhD-student needs to register according to the E-mail from GSTS.
  3. Three weeks prior to the exam, the PhD-student should submit a progress report of up to 30 pages, where the student briefly introduces the field of research, gives the aim of the PhD-study, gives an overview of the planned work, gives details on accomplished work (we strongly advise to use draft manuscripts directly), give an overview of status on courses, change of environment and duty work, and gives a detailed plan for the remaining study period.
  4. At the qualifying exam, the PhD-student first gives a presentation (up to 45 minutes) and secondly discusses the status and progress with the two opponents and the supervisor(s).  

Guidelines for the PhD thesis at the Department of Agroecology


AGRO recommends that, as a rule, the PhD thesis is based on three full-length peer-reviewed papers that have either already been published or are publishable in internationally recognized journals. This means that the PhD thesis will normally include three or more papers or manuscripts at different stages of completion, relating to the topic of the PhD project. All parts should have a scientific quality that aligns with the expectations for peer-reviewed publications. Further, the PhD thesis must include sections encompassing the following elements:

  • Preface
  • (Acknowledgements)
  • Table of contents
  • Summary in English.
  • Summary in Danish.
  • A general introduction describing the academic field of study, including references to existing knowledge along with the purpose/aim of the project and a brief description of the proposed research questions and/or hypotheses.
  • A brief description of materials and methods, and an assessment/discussion of the applied methodologies.
  • A summary of main results, potentially also representing parts that are not included in the attached articles/manuscripts, but still has scientific merit in relation to the PhD topic.
  • A critical review section in which the PhD student relates the entirety of their own work and results to the state-of-the-artwork within the field. The PhD student must demonstrate an up-to-date knowledge hereof and be able to put this knowledge into a broader perspective. The review section should demonstrate the student’s ability to find, synthesize and critically evaluate information from various sources. The section should also document skills in terms of paraphrasing and citation.
  • Conclusion and account of further research perspectives.
  • Published articles/submitted manuscript or draft manuscripts.

If published articles or submitted manuscripts are included in the thesis, you must ensure that you have permission from the publisher to reproduce these in the thesis. The procedure for obtaining permission depends on the publisher and can be found via the journal’s webpage.

Printing of the thesis

It is your responsibility as a student to contact Charlotte Hamann Knudsen (charlotte.knudsen@agro.au.dk) if you want printed copies of your thesis. Please note that if you do not contact Charlotte or keep the deadlines mentioned below, the thesis will NOT be printed. Find more information in the "how-to-guide" that GSTS has made.

In order to have the thesis printed, the following should be sent to Charlotte no later than 1 month before the defence: 

  • Declaration stating that we are allowed to print the thesis.
  • Pictures for cover page (3 pictures of high quality). Charlotte can assist with ideas for the cover page if needed.
  • Title of the thesis.
  • Short summary for the back page (maximum 650 characters including spacing).

No later than 14 days before the defence, the following should be sent to Charlotte:

  • Final thesis in pdf version.
  • List of pages to be printed in colour (page numbers of the pdf-file, not as per the list/table of contents).
  • Information about where the thesis should be sent (Foulum or Flakkebjerg).


The official font at AU is AU Passata or Georgia and the size should be 11, with 1.5 line-spacing. Headers should be size 12 and bold.

The first page of the contents should be on a right-side page when the thesis is opened.

The page numbers are centered, 10 mm from the bottom of the page.

Margins: top = 25 mm; sides = 25 mm; bottom = 20 mm.


The department will pay for 25 printed copies. Of these, two copies must be sent to the library and two copies must be kept in the department. These four copies should be delivered by the student to Karina Rysholt Christensen in Foulum or to Charlotte Hamann Knudsen in Flakkebjerg. The student will have the rest of the copies.

All contact to the printing company will go through Charlotte Hamann Knudsen (charlotte.knudsen@agro.au.dk).

Online publishing through E-books platform

If you are interested in publishing your PhD thesis or other material, the Royal Danish Library in Aarhus offers an online publication service through their E-books platform. This service will enable you to provide Open Access to your research and still maintain author’s rights for your PhD thesis.

The content is visible in catalogues worldwide, including library.au.dk. The service is free. Backup of the material is provided, and online help is available.

For more information, please have a look here: http://ebooks.au.dk/index.php/aul/index  

Who Does What in Connection with the PhD Thesis & Defence?

PhD student

  • Check that all PhD courses are approved by GSTS.
  • Check that you have permission from the publisher to reproduce articles and manuscripts (check the journals’ homepages).
  • Submit required forms and information (mentioned in mail “Upcoming PhD dissertation” from GSTS) to the PhD school along with the PhD thesis.
  • Contact Charlotte Hamann Knudsen in due time if you wnat to have your thesis printed.
  • Check that computer and audio/video equipment is working correctly.
  • Check that the presentation works on the computer in the lecture hall prior to the defence. Agree with IT for them to be on standby on the day, if necessary.


  • Check with Karina Rysholt for internal opponent and planned time. The defence should always take place 2½-3 months after the submission of the thesis. The date should always be checked with the internal opponent before contacting the external members. Make sure the assessment committee is appointed and approved by Lis Wollesen de Jonge.
  • Complete supervisor statement and send to GSTS at the time of submission.
  • Assist with travel arrangement for members of the assessment committee. As a rule, the external members book the travel themselves (section secretary can assist in very special cases; GSTS will book accommodation if needed).
  • Announce the defence for partners and collaborators.

Chair of assessment committee

  • Manage the assessment of the PhD thesis together with the external opponents.
  • Submit recommendation form to GSTS.
  • Conduct the defence session and convene the necessary meetings with the assessment committee before and after the session (the PhD student’s section secretary can help with booking rooms, lunch, etc.).
  • Submit the final recommendation form to GSTS.

PhD secretary Karina Rysholt Christensen

  • Send link to this checklist to PhD student and supervisor, and send link to guidelines regarding thesis to the student.
  • Announce the defence in the department and book the lecture hall (in Flakkebjerg Mette Abildgaard will assist).
  • Order reception (in Flakkebjerg Mette Abildgaard will assist).

Charlotte Hamann Knudsen

  • Make suggestions for lay-out of cover of PhD thesis.
  • Obtain ISBN number and send thesis to the printers.

PhD travels - guidelines in AGRO

(If in doubt ask your (PhD) buddy or (PhD) secretary)

Stays of up to 10 days

In AGRO, it has been decided that the PhD students receive the standard daily allowance in connection with trips of up to 10 days (both in Denmark and abroad). The daily allowance covers additional expenses for meals, small items, local transport at the destination, etc., paid by the student during the travel. This means that the company Eurocard should not be used during the travel. If free meals are received, they should be deducted when making the travel statement in RejsUd.

Additionally, the following will be covered (often via Eurocard before the travel is made):

  • transportation to and from the main destination (cheapest public transportation)1
  • accommodation2
  • visas
  • conference/congress/course fees (including mandatory events paid together with the fee)

These rules also apply for PhD students without salary from AU.

Change of environment*

In relation to the PhD change of environment, the following will be covered:

  • transportation to and from destination (cheapest public transportation)1
  • visas
  • documented, reasonable and necessary set-up costs (e.g. bed, chair, table, basic kitchenware)
  • Bench fee, if necessary to carry out the change of environment.

Please note the following:

  • if conferences/congresses are attended elsewhere during the change of environment, the above “Stays of up to 10 days” must be implemented;
  • courses, regardless of length, are excluded from this category and run with the above description (“Stays of up to 10 days”).

All costs related to change of environment should be sent to Karina Rysholt Christensen who will take care of the reimbursement.

All costs in connection with the travels are paid from the PhD project and should therefore be made in agreement with your supervisor. Only the abovementioned costs can be paid and we cannot cover costs for the PhD student’s family.

1Information about flights can be found here.

2Information about hotels can be found here.

*PhD students can apply for a GSTS travel grant if the planned stay is for 90 days or more. The application must be approved by the main supervisor.

*It is important to contact SKAT in good time before going abroad (at least 1 month before) as it may be possible to get a tax deduction in connection with the stay abroad. It can be very individual, so it is best to contact SKAT directly on 72 22 28 28. More information can be found on SKAT’s homepage (in Danish).

*It is also possible to book an advisory meeting with the travel group at AU.

Work Obligations for PhD Students - Duty work

As a PhD student your employment include tasks other than the PhD project amounting to a maximum of 280 hours per year, a total of 840 hours during the PhD, cf. “Cirkulære om overenskomst for Akademikere i staten (link)” and TS Rules and Regulations (link).

The department is entitled to assign these tasks, often it is handled by your main supervisor and/or the programme chair.

You must report the extent of duty work the PhD planner and it should be updated at each half year evaluation (specified according to the type of work, e.g. name of course, types of communication/presentation). It should also be discussed with your main supervisor. We urge you to keep score of your work.

All dissemination activities (including lectures) are listed in the PhD Planner under “Dissemination”. Any other kind of duty work must be reported under “Other Activity” or a bullet created by you called “Duty work”.

Examples of duty work can be:

  • Bachelor, graduate or master lectures
  • Lectures at PhD courses
  • Lectures for secondary school students
  • Supervision of bachelor or graduate students
  • Review of articles
  • Experiments not part of the project
  • Articles not part of the dissertation
  • Planning of conferences, theme days, meetings etc.
  • Committee work
  • Tasks related to counselling of the authorities
  • Guided tours for guests
  • Organisation of seminars and journal clubs
  • Buddy for new PhD students

Discussion of duty work ought to be on the agenda at your supervisor meetings. Coordinate the expectations to duty work – especially at the first supervisor meeting and in connection with preparation of the curriculum.

As a PhD student, your employment includes tasks other than the PhD project. These can amount to a maximum of 280 hours per year or 840 hours over the course of your PhD, as set out in the “Cirkulære om overenskomst for Akademikere i staten (link)” and GSTS Rules and Regulations (link).

AGRO does not count these hours, but the department is entitled to assign tasks to a student; often it is handled by your main supervisor and/or the programme chair.

You may report the extent of duty work in MyPhD and it should be updated at each half-year evaluation (specified according to the type of work, e.g., name of course, type(s) of communication/presentation). It should also be discussed with your main supervisor. We urge you to keep a record of your work.

All dissemination activities (including lectures) are listed in MyPhD under “Dissemination”. Any other kind of duty work must be reported under “Other Activity” or a bullet created by you called “Duty work”.

Examples of duty work can be:

  • lectures for bachelor, graduate or master students;
  • lectures for PhD courses;
  • dissemination to school students;
  • supervision of bachelor or graduate students;
  • article reviews;
  • experiments not part of the project;
  • articles not part of the dissertation;
  • planning of conferences, theme days, meetings, etc.;
  • committee work;
  • tasks related to policy support;
  • guided tours for guests;
  • organisation of seminars and journal clubs;
  • buddying for new PhD students.

Discussion of duty work ought to be on the agenda for your supervisor meetings. Coordinate the expectations of duty work, especially at the first supervisor meeting and in connection with preparation of the PhD plan.

Students in AGRO's PhD committee

Students are expected to:

  • Take part in planning the content of the annual Researcher Days which are held in November. The days are attended by all VIP and one day is reserved for PhD-specific activities (separate from the agenda for other VIP). Topics covered might include:
    • thesis writing;
    • communication between supervisor and student, and how to align expectations;
    • presentation skills;
    • career planning and networking.
  • Attend PhD committee meetings and contribute on more general matters. There are approximately 3-4 meetings per year (about two hours per meeting).
  • Work as a link between other PhD students and Lis, Karina and the other PhD committee members.
  • Raise topics at the PhD committee meeting, for example, if something does not work as expected or something is really good.
  • Plan a “Student event” once a year. The event is normally held in Aarhus over two days. The main purpose is to strengthen the social PhD network, but it should also contain a professional part. Topics could be:
    • stress management;
    • wellbeing.

What do students get out of it?

  • Influence on issues to be addressed and decisions to be made.
  • Participation counts as part of duty work.

Appointment process

Students are a member of the PhD committee for one year. Around October, the current student members will call a meeting with all PhD students in AGRO and inform everyone about the possibility to become a committee member for the following year. One student from Flakkebjerg should be appointed and three students in AU Viborg/Foulum (from different sections). If possible, students in their second year of study should be appointed. Diversity is taken into consideration when appointing the representatives.

One of the appointed students should sign up for election to the GSTS PhD committee.

Data Management

Data management refers to how you manage your produced research data before, during, and after your PhD project has finished. Managing your research data is an important task but can be daunting if it is not something that has be done before. It is important that you handle data responsibly,whether it is research, technical, legal, and ethical data. This means that you should:

While formulating your PhD plan, think what type of data your project might produce. Maintaining and making your data available will be primarily your task. It is a sign of good research ethics and will be a mark of a good PhD outcome. This should always be according to FAIR principles and ensuring the reuse of research data.

Your first source on how to do this should be your main supervisor and additionally and complementary the Data Management Committee members of the Agroecology Department. There are data management specialists that can help answer your questions at each facility.

You can find more about RDM here.

ECTS points for conference participation and other activities

The Danish rules on PhD studies allow PhD students to obtain ECTS points for conference participation. According to GSTS guidelines a maximum of 10 ECTS can be obtained for activities which are not ordinary formal PhD courses. Some activities can be handled as ad hoc courses where the student must describe the activity in a PhD course template with clear learning goals, and the local PhD programme chair must approve it.

As for obtaining ECTS in connection with conference participation; the requirements and procedure for approval of ECTS for conference participation are as follows:

The student must describe the activity in the template below, and PhD programme chair must approve it.

The requirements and procedure for approval of ECTS for conference participation are as follows:

  • The conference must be targeted to scientists
  • Prior to the conference, the student and the main supervisor must discuss the expected outcome of the conference participation, and agree on clear formulated learning goals for the participation.
  • To secure the learning goals the student can consider to
    • Prepare oral or poster presentations
    • Prepare questions for specific, relevant lecturers 
    • Actively approach relevant researchers to start network or cooperation
    • Prepare for relevant lectures by reading latest publications about the topic
    • Write a one page report  
    • Make a presentation in the section where the student is working
  • A student may obtain a maximum of 5 ECTS in the total course portfolio for conference participation
  • ECTS for each conference are equivalent to: a maximum of 1 ECTS for participation without presentation, and a maximum of 2 ECTS for participation with oral or poster presentation. One ECTS point corresponds to 25-30 hours of work.

Template for ECTS approval can be found in the Forms Box to the right.