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Leave of Absence, Illness and Termination

Parental leave and adoption
Employed PhD students are covered by the obligations and rights for parental leave and adoption stipulated in the collective agreement between the Ministry of Finance and the Danish Confederation of Professional Associations. The personnel department can be contacted for further details in this respect.

Enroled PhD students not employed by University of Southern Denmark must use the relevant form to notify the PhD school about the leave no later than three months before the expected date of birth to:

a) the department in which the student is based,
b) the PhD administration office

The enrolment can be extended correspondingly. Pregnancy-related illness must be reported not only as ordinary illness to a colleague, but must also be reported to the PhD administration office indicating that this is a pregnancy-related illness. Special rules apply to parental leave for students under the 4+4 programme during the first two years of the programme. Students are recommended to contact the personnel department for further details.

Agreement-based leave
In special instances (eg.  secondary temporary employment with professional relevance to the PhD project), it is possible for a student to be granted leave of abscence without salary from his/her PhD studies. Regardless of whether a student is employed by the University of Southern Denmark or elsewhere, applications for this must be signed by the principal supervisor and the head of department and be finally approved by the head of the PhD School.

If the application concerns a period of time that is within the last year of the study, all study elements i.e. 30 ECTS courses, knowledge dissemination and change of research environment must have been completed before the application can be processed.

Applications are to be sent to the PhD administration office. During a period of leave, the student may not work on the PhD project, be enrolled in PhD courses or take an examination.

The provisions of the collective agreement between the Ministry of Finance and the Danish Confederation of Professional Associations (AC) on leave of absence shall apply in all other matters.

Illness

Long term illness that could have an effect on the course of the PhD study must immediately be reported to the PhD school by email. When you return to the study you must submit documentation for the period of illness in the form of a doctor’s statement.   The statement must include the starting date and the end date of your illness. Please note that you must pay for the doctor's statement. The doctor’s statement must be sent to the PhD school by email.
 

Termination of enrolment
If a PhD student wishes to terminate his/her study programme, he/she must notify the head of the PhD School and the PhD administration office of this in writing, indicating the date of withdrawal and the reason for the withdrawal. Student ID must be enclosed with the withdrawal notification. If the PhD student is employed by the University, a notification of resignation must also be sent to the head of the department. Employment as a PhD student will be terminated pursuant to the collective agreement between the Ministry of Finance and the Danish Confederation of Professional Associations (AC) for graduate students working for the state. Enrolment as a PhD student can be terminated by giving one day’s notice.

Administrative termination
If a PhD student does comply with the rules covering the progression of studies in the PhD programme and if a PhD student fails to observe the obligation to submit a Research and Study Plan, the PhD student will be released from the PhD programme effective immediately, without being entitled to a three-month deadline for re-establisment of the PhD study, as specified in Section 10 of the Ministerial Order on the PhD Programme at the Universities (PhD Order).

If the PhD student fails to fulfil the obligation of submitting the written evaluation pursuant to the rules of the PhD School, the PhD student´s enrolment will be terminated effective immediately, without the student without being entitled to a three-month deadline for re-establisment of the PhD study, as specified in Section 10 of the Ministerial Order on the PhD Programme at the Universities (PhD Order).

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