Organising and financing a PhD course

As a course provider, you are responsible for most of the practical aspects of planning and executing the course.

Learn more about the responsibilities when organising a course (pdf)


  • The PhD course must be scientifically or otherwise relevant for PhD students and will be approved by the PhD Study Board on this basis.
  • The courses must be held in English, if required by non-Danish participants.
  • If the course is organised at KU SUND, the course manager must be at an academic level corresponding to associate professor or higher to ensure the scientific content and the academic level.

We finance - You organise

The Graduate School will provide full or partial financial support when you organise a PhD course.

Please submit your application for financial support at least 4-5 months before the course. This allows time for the Graduate School to process the application and to announce the course well in advance in order for the PhD students to plan their courses and to sign up.

Applications for financial support for PhD courses are accepted and processed throughout the year and are not subjected to specific deadlines.   

Apply for financial support

Please make sure that you receive a confirmation e-mail after sending in the 'Financial support for course providers' form. If you don’t receive a confirmation e-mail, it means that the form has not been sent in to the Graduate School.

*Relevance to graduate programmes: Please note that in the new template for the mandatory course description you must choose three graduate programmes to which the course is relevant.

Read this before you complete the budget

  • Expected PhD students: Must not be less than 12
  • Cancellation: If less than 80 percent of the expected number of PhD students register for the course, either the course will be cancelled or the grant will be reduced.
  • Course hours: Course hours are incl. exercise hours, exams and breaks. 1 course hour includes 1.5 hours of preparation.

  • Additional hours: This is only for course work that exceed the 1.5 hours of  preparation. If additional hours are added in the budget, you must specify in the budget and the course description, which additional course work is expected of the student.
  • Teacher hours: Maximum one teacher per lecture hour.
  • Exercise hours: More than one teacher may be present per exercise hour, if necessary.
  • Refreshments for students/teachers: Refreshments per day of participation (DKK 100).

    One day is calculated as approx. 7 hours.

  • Dinner for external teachers: Maximum one dinner per person for courses lasting one week or less (DKK 600 per person)
  • Accommodation for external teachers: Only one night if teaching three hours or less, except teachers from overseas. (DKK 1020  per night)
  • Travel for external teachers: One return trip including taxi (Denmark/Scandinavia: DKK 1,500, Europe: DKK 2,000, overseas: DKK 6,000 per person)
  • Maximum interim price per ECTS produced: Dry course DKK 1,800, wet course (laboratory course) DKK 2,300.

IMPORTANT: The interim price per ECTS produced must not exceed the maximum.

Graduate programmes

Financial support for annual events such as annual meetings, yearly summer schools or symposia may be granted. The regular budget rules apply, except:

  • The Graduate School supports accommodation expenses for the participating PhD students.
  • Refreshments may include dinner.
  • The Graduate School does not support students’ travel expenses to the course venue.
  • The special rules apply to only one meeting a year for each graduate programme.

During the period 2018-2023, all graduate programmes have the opportunity to apply the Graduate School for funding in order to offer career activities targeted PhD students and / or PhD supervisors. Learn more about this option.

Co-financing of courses and events

If you are organising a course aimed at PhD students as well as other participants, the Graduate School can co-finance the event based on the expenses connected to the PhD students.

Collaboration between universities

The Graduate School endorses collaboration between universities in the planning and proposing of courses. Inter-university collaboration also makes it easier to gather enough students to go through with the activity.