2.1. Enrolment requirements

Admission to a PhD programme is based on a relevant, previously completed Master’s degree. A prerequisite for enrolment is that this Master’s degree be completed with a convincing result, in other words, with grades at the upper end of the grading scale. The Master’s degree course must particularly document research abilities, and special emphasis is therefore placed on the results earned for the thesis and other advanced independent course elements, as well as relevant methodology courses.

Applicants with alternative educational backgrounds who have acquired the necessary academic skills may be admitted. However, it may still be necessary to fulfil specific academic requirements prior to enrolment or parallel with the programme.

Enrolment on the PhD course requires the awarding of a scholarship or the arrangement of a funding agreement.

Students who have not yet completed a Master’s degree may be enrolled onto the PhD programme, provided a scholarship has been awarded in accordance with the 4+4 programme, cf. section 2.3.

2.2. Application for a scholarship after completion of a Master degree course (5+3 programme)

Available scholarships are offered by the faculty’s departments, and information regarding these is posted on an ongoing basis on theUuniversity’s website. Closing dates for applications, etc. are specified in the advertisement. Applications may be made for both scholarships and enrolment. Applicants must use a special application form.

The application must be submitted together with:

• A copy of the Master’s degree certificate including examination results
• The applicant’s CV
• A project description
• Information on teaching experience or other forms of knowledge communication
• A list of publications (if relevant)

It is often a good idea to contact the department before preparing your application, in order to get further information on the department’s research profile, the basis on which a scholarship may be awarded, supervision options, etc.

The project description should explain which research questions are to be investigated, state the methodology and theory, and outline a work schedule in order to demonstrate that the PhD project can realistically be carried out in a 3-year period.

Applications are assessed by the relevant programme committee, representing the academic staff on the PhD Committee. The programme committee prepares a written recommendation to the Head of Department and the Head of PhD School containing, for each applicant:

• A brief description of the applicant’s academic qualifications and the PhD project.
• An assessment of the applicant’s potential for completing their PhD project within the standard study period.
• Any special requirements that may be imposed upon the applicant with regard to supplementary courses or similar as a prerequisite for being able to complete the PhD course in question satisfactorily.

The committee’s assessment is sent to the individual applicant for information purposes.

On the basis of the programme committee’s recommendations, the Head of PhD School will decide who is qualified to enrol on the PhD programme. The Dean will make the final decision regarding employment of the PhD student in consultation with the Head of Department. The Head of Department can choose to interview qualified applicants before deciding on employment. In particular, applicants with certificates from an overseas university will normally be interviewed to ascertain that the applicant has a satisfactory command of English or Danish.

Enrolment is possible from the 1st or 15th of the month. Enrolment with retroactive effect is not possible.

2.3. Application for a scholarship before completion of a Master degree course (4+4 programme)

On allocation of a scholarship in accordance with the 4+4 programme, a student can begin his or her PhD programme before completion of the Master degree course at the University of Southern Denmark. The applicant must have acquired a Bachelor’s degree and passed 60 ECTS of a Master’s degree course. For the first two years of the course, the student is enrolled on both the Master and PhD courses of study, and will have gained his or her Master’s degree after those two years. The student then transfers to enrolment as a PhD student for the remaining two years in order to acquire a PhD.

It is a prerequisite for enrolment under the 4+4 programme that study undertaken so far as part of a Bachelor’s and Master’s degree course must have been completed with the applicant achieving a satisfactory grade, and the applicant must be deemed capable of fulfilling the usual requirements for enrolment after no longer than one year.

If the student comes from another educational institution, the Study Board in question under the Faculty of Social Sciences must furthermore approve the transfer of credits from previously passed subjects before enrolment can take place.

Available scholarships are offered by the faculty’s departments, and information regarding these is posted on an ongoing basis on the university’s website. Closing dates for applications, etc. are specified in the advertisement. It will also state whether there is any possibility of enrolling under the 4+4 programme. Applications may be made for both scholarships and enrolment. Applicants must use a special application form.

The application must be submitted together with:

• A copy of the Bachelor’s degree certificate
• The applicant’s CV
• A project description
• Information on teaching experience or other forms of knowledge communication
• A list of publications (if relevant)
• A statement from the applicant’s lecturer or tutor from the department

Before preparing the application, the applicant is required to contact the department in order to get further information on the department’s research profile, the basis on which a scholarship may be awarded, supervision options, etc., and in that connection, a relevant teacher or possible PhD supervisor from the department will request a statement from a previous lecturer or supervisor concerning the applicant’s research capabilities and whether the applicant is deemed to have sufficient knowledge of theories and methods within the discipline being applied for.

The project description should explain which research questions are to be investigated, state the methodology and theory, and outline a work schedule in order to demonstrate that the PhD project can realistically be carried out within a 4-year period.

Applications are assessed by the relevant programme committee, representing the academic staff on the PhD Committee. The programme committee prepares a written recommendation to the Head of Department and the Head of PhD School containing, for each applicant:

• A brief description of the applicant’s academic qualifications and the PhD project.
• An assessment of the applicants’ potential for completing their PhD project within the standard study period.

The committee’s assessment is sent to the individual applicant for information purposes.

On the basis of the programme committee’s recommendations, the Head of PhD School will decide who is qualified to enrol on the PhD programme. The Dean will make the final decision regarding employment of the PhD student in consultation with the Head of Department. The Head of Department can choose to interview qualified applicants before deciding on employment.

Enrolment is possible from the 1st or 15th of the month. Enrolment with retroactive effect is not possible.

2.4. Application for enrolment with external funding without employment at the University of Southern Denmark

Enrolment without employment at the University of Southern Denmark requires that the fees for the PhD programme be financed in some other way, typically by an external funding provider that is an employer for the PhD student.

The faculty demands tuition fees for enrolment of a PhD student with external funding. DKK 50,000 per year will normally be required for supervision, administration and assessment of the thesis.

Applications for enrolment with external funding can be submitted at any time. Applicants must use a special application form. Applications must be submitted to the Faculty Secretariat (Social Sciences), Campusvej 55, DK-5230 Odense M, Denmark.

The application must be submitted together with:

• A copy of the Master’s degree certificate
• The applicant’s CV
• A project description
• Information on teaching experience or other forms of knowledge communication
• A list of publications (if relevant)
• A statement from an academic contact person from the academic environment (department), where it is hoped the project will be carried out.
• An advance commitment concerning funding for the PhD course and details of a contact person at the external funding provider.

Applications will only be considered when there is sufficient documentation to prove full funding for the PhD course, that is to say funding for the PhD student’s salary, tuition fees, costs for stays/courses abroad and costs for the research project, for example costs of data collection and the assistance of technical-administrative personnel.

Applications are assessed by the relevant programme committee, which prepares a written recommendation to the Head of Department and the Head of PhD School containing:

• A brief description of the applicant’s academic qualifications and the PhD project.
• An assessment of the applicant’s potential for completing their PhD project within the standard course length.
• Any special requirements that may be imposed upon the applicant with regard to supplementary courses or similar as a prerequisite for being able to complete the PhD course in question satisfactorily.

The committee’s assessment is sent to the applicant for information purposes.

On the basis of the programme committee’s recommendation, the Head of PhD School will decide whether the applicant is qualified to enrol on the PhD programme. The Head of Department will decide whether the project is within the department’s research field and whether there is sufficient supervisory capacity available. The Head of Department and/or the PhD school can choose to interview a qualified applicant before deciding on enrolment. In particular, applicants with certificates from an overseas university will normally be interviewed to ascertain that the applicant has a satisfactory command of English or Danish.

Enrolment can only take place if the Head of PhD School finds the applicant to be qualified and the recommendation of the Head of Department is positive.

In connection with enrolment as a PhD student with external funding, a contract is entered into by the relevant parties.

This contract is drawn up by the PhD school secretariat and signed by the Dean, the Head of PhD School, Head of Department, external funding provider and the PhD student. The aim of the contract is to establish general terms and conditions for cooperation at the start of the PhD programme, including the terms and conditions of funding. It must state how the various expense items for the project are to be funded, and where the PhD student will work on a daily basis.

Projects cannot commence until the contract is in place and enrolment is completed. Enrolment is possible from the 1st or 15th of the month. Enrolment with retroactive effect is not possible.

2.5. Application for enrolment as an Industrial PhD student

An Industrial PhD project is a special business-oriented PhD project. The research project is undertaken in cooperation between a private company, an Industrial PhD student and a university. As a supplement to the academic environment – either at the company or the university, an affiliation with a public knowledge institution may be possible – a so-called third party. Industrial PhD students are employed by a private company and are enrolled at the university.

Further information on the Industrial PhD programme can be downloaded from the Industrial PhD Programme website: http://fi.dk/site/erhvervsphd-ordningen

Applications for approval of an Industrial PhD project must be submitted to the Danish Agency for Science, Technology and Innovation using a special application form, which can be downloaded from: http://fi.dk/site/erhvervsphd-ordningen

An Industrial PhD project must be approved by both the Danish Agency for Science, Technology and Innovation and the Faculty of Social Sciences before enrolment can take place and the project can begin.

Applications submitted to the Danish Agency for Science, Technology and Innovation are prepared in cooperation with the potential university supervisor, who has already been granted permission by the Head of Department to make himself or herself available as a supervisor. The project must also comply with the department’s research profile, and there must be a recommendation from the programme committee representing the academic staff on the PhD Committee that the applicant in question be enrolled.

Contact with a relevant department and a potential university supervisor may be made on application to the Head of PhD School.

If the Industrial PhD project is approved by the Danish Agency for Science, Technology and Innovation, a copy of the application and approval from the Danish Agency for Science, Technology and Innovation should be sent to the PhD school secretariat for final approval for enrolment. Once the PhD school secretariat has received a letter of confirmation from the Danish Agency for Science, Technology and Innovation and the Head of PhD School has approved the enrolment on the recommendation of the programme committee, an enrolment letter is sent to the Industrial PhD student.

Projects cannot commence until enrolment is complete. Enrolment is possible from the 1st or 15th of the month. Enrolment with retroactive effect is not possible.

2.6. Credit transfer

In conjunction with applications, individuals can apply for credit transfer of project-related research, relevant employment after a Master’s degree and/or PhD courses completed prior to the start of the PhD course, provided these are not included in the Master degree. Credit transfer will lead to an equivalent reduction in the scholarship period. Applications relating to credits are dealt with by the PhD Committee.

2.7. Part-time enrolment

The PhD programme is normally organised as full-time study, but may in particular circumstances be organised as part-time study. A reasoned application for part-time enrolment should be submitted to the Dean via the Head of PhD School, together with a recommendation from the Head of Department, and an individual agreement will be made in connection with enrolment. A part-time PhD may normally last a maximum of 6 years. The terms and conditions for part-time enrolment are set out in the agreement between the PhD student, the external partner, if relevant, and the faculty.

3. Financial circumstances during the PhD programme

3.1. Salaried PhD scholarship in accordance with the 5+3 programme

Employment as salaried PhD research fellow is arranged with reference to the circular of 1 October 2008 concerning the collective agreement relating to graduates employed by the State – appendix 5, Protocol on PhD on PhD Research Fellows. The protocol is available at: http://perst.dk/~/media/Circular/2008/061-08-pdf.ashx

The agreement applies to all research fellows paid by the university:

• University research fellows, who have been awarded faculty scholarships
• Project research fellows, who are funded by external means made available as part of a research project at a department
• Council research fellows, who have been awarded a research scholarship by a council or foundation that is of relevance to one or more research fields at a department.

In accordance with the collective agreement, the PhD student must comply with the requirements of the Ministerial Order on the PhD programme and on the PhD Degree, and is also obliged to perform work tasks equivalent to 840 hours over the course of his or her employment period. These tasks may comprise teaching, knowledge communication or other academic tasks. In special cases, a reduction to these 840 hours may be granted with a corresponding reduction in the salary. As regards salary, pension and other conditions of employment, please refer to applicable agreements and organisational agreements.

3.2. State Education Grant and Loan Scheme for PhD scholarships and salaries for PhD students under the 4+4 programme

Students enrolled simultaneously on a Master degree and the PhD course (the 4+4 programme) can receive a state education grant and loan for the Master’s degree in accordance with the general conditions for the State Education Grant and Loan Scheme until the Master’s degree is completed.

The scholarship comprises a State Education Grant and Loan Scheme PhD scholarship and a salaried PhD scholarship.

The student receives State Education Grant and Loan Scheme PhD scholarships for the first two years of the course until he/she has passed the qualification exam and completed the Master’s degree. The State Education Grant and Loan Scheme PhD scholarship provides a maximum of 48 scholarship portions. The scholarship portions are paid out monthly in advance. In addition, the student receives a salary for 280 hours’ work. Once the student has passed the qualification exam, he/she transfers to salary earner status.

The student has rights and obligations (with regard to leave of absence, childbirth, illness, delays in the programme, etc.) in the same way as normal recipients of state education grants and loans until the qualification exam has been passed.

As regards salary, pension and other conditions of employment following a transfer to salary earner status, please refer to applicable agreements and organisational agreements.

As a PhD student with salary earner status, the student is obliged during the period of employment to perform work tasks corresponding to 840 hours. The hours are divided into 280 hours for the State Education Grant and Loan Scheme PhD scholarship and 560 hours for the salaried scholarship. These tasks may comprise teaching, knowledge communication or other academic tasks. In special cases, a reduction to these 840 hours may be granted with a corresponding reduction in the salary.

3.3. Registration and statement of working hours

The PhD student’s duties are to be performed at the department where the PhD student is employed and as per agreement with the department and with the involvement of the PhD supervisor. As far as possible, these duties must be relevant to the PhD student’s project, research interests and career plans. The duties must be timetabled so that they fit into the PhD schedule, and they must not prevent the PhD student completing his or her project, attending courses or going abroad.

The department is responsible for recording on a regular basis what work tasks have been carried out and ensuring there is a statement of hours, and regularly informing the PhD student and the principal supervisor of the recorded and planned duties, for example in connection with employee development interviews, long-term planning, statement of norms or similar.

Hours for work tasks are calculated as follows:

• Teaching: 5 hours per teaching hour.
• Student assistants: 2.5 hours per teaching hour.
• Supervision: All hours in connection with preparation, meetings, follow-up and assessment.
• Research/investigation/research assistance: All hours involving work not directly relevant to the thesis are counted.
• Presentations: All hours are counted, including preparation and presentation time.
• Membership of the PhD Committee or participation in committee work in the faculty: All hours are counted, or there is a fixed standard rate per task.

The PhD student cannot undertake administrative tasks.

In the event of any disagreement between the department and the PhD student and/or his or her principal supervisor concerning the nature, scope or timetabling of duties, the Dean will make the final decision regarding the duties in consultation with the Head of PhD School.

3.4. External funding of the PhD course

Where study on a PhD course is funded wholly or partially by an external funding provider, an agreement is entered into by the Dean, Head of PhD School, Head of Department, external funding provider and the PhD student concerning funding of the PhD.

3.5. Additional work

In special circumstances, the Head of PhD School can give permission for small amounts of additional work, if this additional work has academic relevance to the PhD project. This could for example comprise the finishing off a task that was started before the confirmation of enrolment on the PhD programme was received. Permission is granted by the Head of PhD School following a reasoned application from the PhD student, together with a recommendation from the principal supervisor and Head of Department.

4. Leave and study breaks

4.1. Termination of study

If the PhD student wishes to discontinue the PhD course, he/she must notify the PhD school secretariat of this in writing.

4.2 Maternity leave

PhD students employed by the Faculty of Social Sciences must inform the Head of Department, the personnel office and the PhD school secretariat of their intention to take maternity leave at least 3 months before the expected birth. The PhD student is covered by the agreed rules for maternity leave. Information on current rules for childbirth and adoption can be found on the personnel office website: http://intern.sdu.dk/enheder/personale/Barsel_og_adoption/

An enrolled PhD student not employed by the University of Southern Denmark must notify the PhD school secretariat in writing of the need for maternity leave. Following this, enrolment can be extended correspondingly.

4.3. Leave in connection with illness

On application to the Dean via the Head of PhD School, leave may be granted if the PhD student has reported sick, and a study extension may be granted. No extension to the PhD course will be given for illnesses lasting less than 1 month.

4.4. Other leave

In special circumstances other leave from the PhD study may be granted for another temporary employment, following a reasoned application to the Head of PhD School together with a recommendation from the principal supervisor and the Head of Department, provided the period of leave has academic relevance to the PhD project. The Dean, in consultation with the Head of PhD School, will decide whether leave can be granted and will send a letter to the PhD student.

4.5. Exceeding the enrolment period

If the PhD thesis is not submitted by the end of the standard study period, the student must be instructed to apply to the Head of PhD School for a deferral of the submission deadline for the thesis and thereby an extension to the enrolment period. The application must include a timeframe for additional work on the thesis and specify the expected date for submission of the thesis. The application must be accompanied by a recommendation from the principal supervisor and Head of Department.

If the thesis is not submitted by the end of the extension period, the student must be informed that enrolment will be brought to an end.

If the Head of PhD School does not receive an application for a deferral of the submission deadline, and thereby an extension to the enrolment period, the PhD school secretariat will notify the student that enrolment will be brought to an end if the PhD thesis has not been submitted within 6 months of the end of the standard study period.